jkti=] fgekpy izns'k
fgekpy izns'k jkT; 'kklu }kjk izdkf'kr
f”keyk] eaxyokj] 2 flrEcj] 2014@11 Hkknzin] 1936
fgekpy izns'k ljdkj
HIGH COURT OF HIMACHAL PRADESH, SHIMLA - 171 001
NOTIFICATION
Shimla, the 29th August, 2014
No. HHC/Admn. 16 (21)75-IV.—Hon’ble the Chief Justice, has been pleased to cancel the
appointment of Sh.Vivek Chauhan, Advocate as Oath Commissioner, High Court of Himachal
Pradesh, appointed vide this Registry Notification No.HHC/Admn.16(21)75-IV-26652-60, dated
28.9.2013.
By order,
sd/-
Registrar General.
113&jkti=@2014&2&9&2014 ¼2961½
2962
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
REQUEST FOR PROPOSAL
For
Selection of Agency
For
Digitization of Records of High Court of Himachal Pradesh (Scanning, Indexing,
Meta Data Entry) and management of Digitized records through computerised
Document Management System i.e. Digital Store System, Retrieval system and
Integration with Case Management Information System (CMIS)
In Himachal Pradesh
By
HIGH COURT OF HIMAHCAL PRADESH
RAVENSWOOD, SHIMLA-171001
Tender Reference Number:HHC.1/5‐Com./H.C./Digitisation/2013‐1‐
2963
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
1.
Notice Inviting Bids/Tender
Whereas the Registrar General, High Court of Himachal Pradesh had invited the
Expressions of Interest for the Scanning/Digitization/Archival etc. of the Court record of High
Court of Himachal Pradesh.
Whereas now, after analysing the Expressions of Interest received and looking at the
institutional requirements, the Registrar General, High Court of Himachal Pradesh (herein to be
referred as HPHC) invites bids from the interested persons to select a Service Provider for
Digitization of record of High Court of Himachal Pradesh (Scanning, Indexing, Meta Data Entry)
and management of Digitized records through computerised Document Management System i.e.
Digital Storage System, Retrieval system and Integration with existing Case Management
Information System (CMIS). Subsequently Service Provider will be responsible for Management &
Maintenance of solution and – the digitised record for a period of 5 years.
The assignment specifications, terms and conditions, and various Performas for submitting
the Tender offer are described in the Tender document.
The interested persons are requested to submit their Techno-Commercial offers.
Earnest Money Deposit (EMD) amounting to Rs. 5.00 lacs in the form of a Demand Draft
from nationalized bank payable at Shimla should be submitted along with the offer favouring
“Registrar General, H.P. High Court”, Shimla.
The bidder will submit the response to the present tender in single packet which should
contain below-mentioned documents in different envelopes. This packet is to be super scribed with
Reference Number, Due Date and the note in the wordings “DO NOT OPEN BEFORE 04:45 pm
on 25.09.2014”:
·
(ENVELOPE- I): Eligibility Bid – (1 original + 2 copies in Envelope I + 1 Soft Copy
in CD)
·
(ENVELOPE- II): Technical Offer– (1 original + 2 copies in Envelope II +1 Soft
Copy in CD)
·
(ENVELOPE- III): Commercial Offer – (1 original + 1 copy in Envelope III+1 Soft
Copy in CD).
·
(ENVELOPE- IV): EMD (Earnest Money Deposit).
The cover containing Eligibility bid should be put in single separate sealed envelope clearly
marked as “ELIGIBILITY BID FOR THE DIGITIZATION OF THE RECORDS OF HIGH
COURT OF HIMACHAL PRADESH”.
The cover containing Technical offer should be put in single separate sealed envelope
clearly marked as “TECHNICAL OFFER FOR THE DIGITIZATION OF THE RECORDS
OF HIGH COURT OF HIMACHAL PRADESH”.
The cover containing Commercial offer should be put in single separate sealed envelope
clearly marked as “COMMERCIAL OFFER FOR THE DIGITIZATION OF THE
RECORDS OF HIGH COURT OF HIMACHAL PRADESH”.
2964
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
The cover containing EMD should be put in single separate sealed envelope clearly marked
“EMD FOR THE DIGITIZATION OF THE RECORDS OF HIGH COURT OF
HIMACHAL PRADESH”.
The packet thus prepared should also indicate clearly the name, address, telephone and fax
numbers and email id of the company/proprietorship concern/firm for future references.
The offer should be page numbered and appropriately flagged and must contain the list of
contents with page numbers. Any deficiency in the documentation shall result in the rejection of the
Bid.
The
copy
of
this
document
can
be
downloaded
from
website
http://hphighcourt.nic.in/index.htm or may be obtained, in person, during office hours on any
working day by paying an amount of Rs. 5,000/- by way of Demand Draft favouring “Registrar
General, H.P. High Court” payable at Shimla. The copy of the tender document encompassing
detailed terms and conditions, qualifying criteria, technical requirement etc. will be av ailable for
perusal or examination at HIGH COURT OF HIMAHCAL PRADESH, RAVENSWOOD,
SHIMLA-171001 between 11:00 and 16:00 hours and also on the official web site of the High
Court.
Please note that the person interested is required to purchase this document from HIGH
COURT OF HIMAHCAL PRADESH, RAVENSWOOD, SHIMLA-171001. In case such person
downloads the said document from the website, the cost of document i.e. Rs. 5000/- (Rupees five
thousand) should be paid along with the bid and any tender document downloaded from the website
or copied, if received without the cost of Rs.5000/- shall be summarily rejected.
2.
Schedule of Events
Sl.
No.
Information
Details
1.
RFP No.
HHC.1/5-Com./H.C./Digitisation/2013-1-
2.
RFP Release Date
27.08.2014
3.
Tender Document Fee
Rs. 5000/-
4.
Last date for submission of written queries
for clarifications
03.09.2014 upto 04:45 PM
Email: [email protected]
5.
Date of pre-bid conference
08.09.2014 From 11:00 AM to 01:00 PM
6.
Venue of Pre-Bid conference
Old Judges' Lounge, H.P. High Court,
Shimla.
7.
Release of response to clarifications
15.09.2014
8.
Bid validity period
180 days from the last date (deadline) for
submission of proposals and if accepted
till the completion of the entire work.
9.
Last date (deadline) for submission of bids
25.09.2014 up to 04:45 PM.
2965
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Sl.
No.
Information
Details
10.
Opening of PQ & Technical Bid
07.10.2014 at : 200 PM
11.
Date of Technical Presentation by the
Bidders
To be intimated through email or
telephone No. to be supplied by the
bidder.
12.
Place, Time and Date of opening of
Financial proposals received in response to
the RFP notice
To be intimated through email or
telephone No. to be supplied by the
bidder.
13.
Contact details for queries
0177 -2888456/2888455
e-Mail: [email protected]
14.
Addressee and address at which proposal in
response to RFP notice is to be submitted:
Registrar General,
High Court Of Himachal Pradesh,
Ravenswood, Shimla-171001
The complete document encompassing the terms and conditions and scope of the work and
criteria etc. is available on the aforesaid official web site of the High Court of Himahal Pradesh,
Shimla-171001 and a link of the same is also available on the official web site of the Controller of
Stores, Himachal Pradesh, Shimla and also the Director, Information Technology, Himachal
Pradesh, Shimla. Every interested person is requested to go through such detailed document and
then submit the tender, after thouroughly understanding the terms and conditions and e ligibility
criteria etc.
Any offer/tender received after the last date prescribed in this document for receipt of bids,
shall be strainghtaway rejected and no intimation shall be given in this behalf to the person
concerned.
Registrar General
3.
Introduction
Himachal Pradesh is located in North West in India in the lap of the great Himalayas ranges
between 30°22’ to 33°12’ North Latitude and 75°47’ to 79°04’ East Longitude. It is bordered by
Jammu and Kashmir in the North, Punjab in the west, Haryana and Uttar Pradesh in the South and
Tibet in the East. The state is divided into two parts Southern and Northern Himachal. The
Southern Himachal also known as lower Himachal is as hot as plain areas, whereas upper is
Northern region has a temperate summer and cold winter with snow fall in upper reaches. So far as
judicial administration is concerned, it is divided in eleven Civil and Sessios Divisions, which
directly function under the control of High Court of Himachal Pradesh. The seat of the High Court
is located at Shimla at a place known as Ravenswood, which is near the famous Oberoi Clarks
Hotel at a distance of about 2 Kms. from the Shimla Railway Station and one kilometer from the
old inter state bus terminal, Shimla.
•
Objectives of Digitization of High Court's Records
The preservation, coupled with improving accessibility (which can only be achieved by
digital storage and an efficient management retrieval system) is need of the hour for the High Court
of Himachal Pradesh. In view of the above, the primary objectives of the proposed initiative are:
2966
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
(a) Preservation.—Preservation of all the Judgments, orders, registers, documents filed
by the parties, other judicial record and the Administrative record is the foremost
objective. Once the documents are scanned and digitized, preservation of the original
can be ensured for a much longer period as the need to handle the physical documents
would be eliminated or minimized to a great extent since digital document would be
made available through the DMS (Document Management System) Software.
(b) Accessibility and Availability.—The DMS would make the record in High Court of
Himachal Pradesh more accessible to end users, within the High Court of Himachal
Pradesh premises as well as through the internet and intranet to those who cannot
personally visit the High Court of Himachal Pradesh. Users can search the documents
through metadata on the internet / intranet. This will greatly improve the speed and
convenience of accessing the documents and information held by the High Court of
Himachal Pradesh.
(c) Enhance Searchability.—All records would be linked based on subjects, keywords,
notes or any other criteria making a tremendous amount of data easily available on any
subject matter.
(d) Digitized records and Electronically capturing of Data would enable the High Court to:
·
Reduce manual processes and increase productivity.
·
Take advantage of newer technology.
·
Digitizing and indexing of documents through Document Management System
and accessing the same as and when required
·
Digitization of High Court records and its retrieval to provide better services to
the stakeholders concerned and to improve the decision making processes.
•
Brief Description of the Project:
These Terms of Reference are for the turnkey project for Digitization of records at High
Court of Himachal Pradesh (Scanning, Indexing, Meta Data Entry etc.) and implementation of a
Web enabled Documents Archival and Retrieval Information Management System (i.e. Document
Management System (DMS) which will work as a digital library accessible to both internal and
external users. The High Court of Himachal Pradesh is looking for a turnkey Service provider who
will scan and digitize Records/ artefacts in the Legal / A4 or equivalent size, create the basic
metadata and port the entire digitized collection into a DMS solution through which the scanned
documents can be managed, indexed, catalogued and searched and who may also provide the
requisite source code to the High Court and necessary training to the staff of the High Court of H.P.
besides preparing necessary user manual and extending support after the digitization and scanning.
Considering the importance of the records to be digitized, all the records will be digitized within
the premises of the High Court of Himachal Pradesh and no document shall be allowed to be
removed physically from the Premises of the High Courts at any point of time. As the work is to be
completed in a time-bound manner, it is expected that after Proof of Concept (POC) is approved by
the Himachal Pradesh High Court, the vendor will deploy enough equipments and manpower to
complete the work in the stipulated time. The Service provider / Bidder are expected to bring in
(including, but not limited to):
•
All the required computer equipments/hardware (computers, scanners, cameras etc.)
required to set up a Digitization Centre within the Premises of High Court of Himachal
Pradesh where the said scanning and indexing work will be done, in case any service
2967
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
provider intends to use any such hardware at his own cost in addition to the hardware
to be provided by the High Court, which is detailed in Annexure-H. The Service
Provider will take back the equipments provided by him only on the completion of the
assignment that too after the due permission of the Registrar General, High Court of
Himachal Pradesh or person authorised by him in this behalf.
•
DMS software to be used to digitise the record safely and securely.
•
All the required systems and supporting software required to carry out the Digitization
work and to implement the DMS.
•
The Team which will carry out the Digitization and indexing work etc.
The Agency should be able to scan and digitize the entire volume of record in about 2 years
with minimum commitment of at least 30,000 pages per day or as may be mutually agreed but on
higher side. The interested Agencies can inspect the records lying in the Record Rooms and
Judicial and other Branches and also the place to be provided for the aforesaid purpose after
contacting Registrar (Judicial) and Registrar (Administration), H.P. High Court, Shimla on advance
intimation.
4.
Scope of Work
The Digitization project is expected to be completed within two years from the date of
commencement of the work. As a general principle, the Service Provider shall have the right to
suggest and bring in all the required hardware, software and supporting equipment in addition to
the hardware to be provided by the High Court as detailed in Annexure-H to carry out the work
and achieve the daily production and quality targets as specified by the High Court of Himachal
Pradesh. Once the project commences, the High Court of Himachal Pradesh shall evaluate the
Service Provider's performance based upon the outputs provided and the High Court of Himachal
Pradesh reserves the right to ask the Service Provider to replace any equipment (with similar
equipment in better condition or superior equipment) if its output does not meet the requirements of
High Court of Himachal Pradesh. The project comprises of the following main components:
1.
Rapid review of the type and condition of the artefacts/documents to be digitized along with
the catalogues and lists available with the High Court of Himachal Pradesh (to be used for
metadata) to gain a better understanding of the scope of work.
2.
Preparation of detailed action plan for digitization of each category of data along with
detailed workflow for each type and category of records which may also include very old
and tattered and brittle record.
3.
Preparation of detailed action plan for digitization of records including the very old and
tattered and brittled record.
4.
Set up a fully equipped digitization facility at High Court of Himachal Pradesh for carrying
out the scanning and indexing work for different kinds of records.
5.
Batch Preparation and processing.
6.
Scanning, digitization and of the archival of the digitized records including metadata entry.
2968
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
7.
Quality checks and validation of digitized material and checking of catalogue data / index in
coordination with the staff of the High Court of Himachal Pradesh.
8.
Refilling and handing over the record back to the High Court of Himachal Pradesh, after
shredding the record which shall be required to be shred as per the relevant Rules wherefor
the shredders shall be made available by the High Court of Himachal Pradesh.
9.
Populating the digitized records in the DMS and keeping the digitized data in safe and
secure storage media such as SAN/NAS which shall be provided by the High Court.
10.
Thorough testing of the solution and application.
11.
Complete implementation of DMS on Internet / Intranet /Campus.
12.
Development of Technical and User manuals.
13.
Preparing detailed specifications of all the necessary hardware, software, connectivity and
supporting infrastructure required to run and maintain the DMS, after the Solution Provider
takes his equipment back at the end of the contract period.
14.
Extensive training of the High Court staff to operate the solution, Scan the records etc.
15.
Post Implementation Support for a period of 5 years or for the higher period as may be
decided by the Registrar General, High Court of Himachal Pradesh.
The detailed description of the tasks to be performed by the selected Service
Provider/vendor is mentioned at Annexure-G:
High level scope of project is summarized below:
·
Digitization of records;
·
Management of digitized records and making available for use by different users, on Free
and Open Source Software-Ubuntu Linux as customised by the e-committee of Hon'ble
Supreme Court of India;
·
Making available digitized records in Case Management Information System (CMIS);
·
Supplying and installing required computer hardware (servers, storage), system software,
application software etc. in digitised centre in addition to the hardware to be provided by the
High Court as per Annexure-H.
·
Maintenance of the implemented proposed solution for the period of 5 years after
commissioning of the proposed solution and providing the source code of the used
software/solution and also for ensuring the updation of the software, if there is change in the
technology at that time or in near future.
·
Setting up Digitization centre in the premises of High Court of Himachal Pradesh with all
required equipments and tools.
2969
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
·
The work of scanning has to be done in the space provided by High Court. Service Provider
will give an undertaking that integrity, secrecy and security of data shall be maintained.
Service Provider has to arrange at his own cost all the necessary hardware in addition to the
hardware to be provided by the High Court as per Annexure-H, LAN establishment, UPS
etc. to complete the digitization work.
5.
Technical Specifications
The generalized technical requirements for the proposed solution to be implemented, but
not limited to, can be summarized as follows:
·
The proposed solution should primarily work in centralized architecture. However,
essential data should be replicated at the central server.
·
The proposed solution shall meet current requirements as well as future requirements
of High Court.
·
The proposed solution should allow interactive modes. The proposed solution should
take into account the network infrastructure availability, as per the proposed solution
by the bidder.
·
The proposed solution should be integrated with existing and upcoming applications
running in High court.
·
Considering that the existing records are in Hindi, Urdu, Punjabi and any other
regional languages and English language, therefore, the proposed application system
MUST cater to the Hindi, Urdu, English and other regional language requirements and
as per existing policies and procedures. System should have provision for data entry
and capture in three main languages (i.e. Hindi, Urdu and English) and also capable of
reading any other regional language, in India, because any document may be in any of
other regional languages such as Punjabi, Tamil, Marathi etc.. Unicode fonts must be
used for making entry in the regional languages.
·
Proposed system must provide optional full integration into network scanning
appliances.
·
Proposed system must facilitate electronic document storage and indexing.
·
Proposed system must store the images in their open file format, and not in a
proprietary or encrypted format.
·
Proposed system must have multiple interfaces for interacting with software used by
the High Court.
·
Proposed system must be scalable to hundreds of users and include both fixed and
concurrent licensing options.
·
Proposed system must provide simple integration between different software
applications whether they are web-based, windows-based Or linux based.
·
Proposed system must have API’s for a variety of programming languages.
·
Proposed system must provide Active Directory and single sign-on capabilities.
·
Proposed system must provide file version management with check-in/check-out
controls for the user.
·
Proposed system must provide indexing assisting capabilities.
·
Documents must be able to be scanned or printed directly into the electronic document
management system without requiring a hard copy.
·
The bidder shall have to provide to the High Court of H.P. the source code of the
solution and software to be used in the digitisation, scanning, archival and
retrieval of the data.
2970
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Proposed Solution
The proposed solution architecture and Logical Architecture for High Court is shown
below:
The solution architecture comprises of mainly four parts as described below:
Presentation Layer: —Presentation Layer should comprise user interfaces of proposed
application. All the systems are proposed to be web based applications; portal would be centralized
and deployed only at the Central server.
It should also take care of services like Logging, Caching, Session control and User
Interface Formatting and Presentation.
Client Layer: —Client layer would contain web browser for external as well as internal
users. External user use internet to send request to access the services and internal users would
connect via LAN or intranet.
It should also represent the client components installed on the end user machines. Some of
the thick clients are: Scanning applications, Digital Certificate and Office plugins for DMS
software.
Application Layer:—Web portal shall be hosted at the application layer. Apart from web
portal, Content management, Digital certification, Indexing and searching services shall be hosted
on the application layer.
Storage Layer:—All the digitized records shall reside on the reliable SAN storage layer.
Other important features have been mentioned below:
·
Language Support
The system should provide support in English, Hindi, Urdu and all the regional
languages. The application system MUST be Unicode Compliant. System should
2971
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
provide interface, in Hindi, Urdu as well as English and other Indianm regional
languages.
·
User and usage administration
·
Only authorized personnel are allowed to access the system; access being
restricted via the use of user names/identifications and associated password.
·
Access to each application is restricted to specified authorized users.
·
The user in the application system is logged off automatically if the user is idle
for more than a specified and variable period, to prevent access to the system,
applications etc. by unauthorized third parties when a terminal is left unattended.
6.
ROLES AND RESPONSIBILITY
1.1
Roles and Responsibilities of the Service Provider (SP):—SP will provide necessary
Hardware (Laptop(s) or PC, Server, Storage, UPS, Scanner, Printing, Stationery) and
Software Tools at his own cost in addition to the available IT infrastructure available with
High Court as detailed out in Annexure-H.
b. Service Provider will ensure that the digitized records is accurate and complete, as per
the requirement detailed in the bid document and to the satisfaction of the Registrar
General, High Court and his representatives.
c.
Satisfactory training to users will be provided by solution provider after implementing
the software. All necessary changes, suggested during training and implementation will
be incorporated in the project.
d. SP will prepare Technical Document as well as User Manual for digitisation of records
and its linking with DMS and CMIS.
e.
Project will be deemed to be completed after establishing the completeness of the work
in all respects along with accuracy.
i.
Completion of the work is defined as accomplishment of all intended features and
the logical grouping, as specified in the bid/ design document.
ii. Accuracy is defined in terms of digitized record’s correctness as per satisfaction
of High Court.
f.
After successful implementation of project, service provider will handover Technical
document and software with the source code as well as user manual for the digitized
records and all their copyrights shall be the sole property of the High Court of
Himachal Pradesh through the Registrar General, High Court of Himachal Pradesh.
g. Even, if an error is detected at later stage after the project period and during the
maintenance period, the SP will carry out the correction in the digitized data.
2.1
Roles and Responsibilities of High Court:—Registrar General, High Court will form one
technical team for monitoring the project activity and its implementation.
2972
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
b. Service provider will interact with this team during the entire project implementation
cycle. A committee of Hon'ble Judges of High Court of H.P. can also be constituted by
the Hon'ble the Chief Justice to oversee the entire project and the S.P. may have to
interact with such Hon'ble Judges' Committee and explain the activities of the entire
project.
c.
Approval of process design document submitted by the service provider for digitisation
and linking of the same with DMS and CMIS.
d. Regularly reviewing the progress of work carried out by service provider.
e.
Payment processing of the bills submitted by the service provider.
7.
Instructions to Bidders
7.1
Compliant Proposals/Completeness of Response
1. Bidders are advised to study all instructions, forms, terms, requirements and other
information in the RFP documents carefully. Submission of the bid shall be deemed to
have been done after careful examination of the RFPm document with full
understanding of its implications.
2. Failure to comply with the requirements of the previous paragraph may render the
Proposal non-compliant and the Proposal may be rejected.
3. Bidders must:
Include all documentation specified in this RFP Follow the format of this RFP and
respond to each element in the order as set out in this RFP Comply with all
requirements as set out within this RFP.
7.2
Tender Fee
I.
This document can be downloaded from website of High Court of Himachal Pradesh
http://hphighcourt.nic.in/index.htm or may be obtained during office hours as referred
here-in-above, in person, by paying an amount of Rs. 5,000/- as cost of the tender
document in the form of Demand Draft favouring “Registrar General, H.P. High
Court” payable at Shimla. The copy of the tender document will be available at HIGH
COURT OF HIMAHCAL PRADESH, RAVENSWOOD, SHIMLA-171001 between
11:00 and 16:00 hours and can be collected in person. The cost of the tender document
is non refundable.
II. In case the prospective Service Provider (SP) downloads the document from website
http://hphighcourt.nic.in/index.htm, the cost of document should be paid along with the
Bid in the shape of a demand draft of any nationalised bank payable at Shimla
favouring Registrar General, High Court of H.P., Shimla.
7.3
Cost of Proposals
The cost of processing and submission of commercial offer is entirely the responsibility of
Service Provider (SP), regardless of the conduct or outcome of the whole process.
2973
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
7.4
Submission of Proposals
I.
The Turnkey Solution Provider will submit the response to the present tender in single
envelope which contains following items:
ENVELOPE- I: Eligibility Offer/ Pre-Qualification Proposal– 1 original + 2 copies
+1Soft copy in CD
ENVELOPE- II: Technical Offer/Proposal– 1 original + 2 copies + 1 Soft copy in
CD.
ENVELOPE- III: Commercial Offer/Proposal – 1 original +1copy+1 Soft copy in
CD.
ENVELOPE-IV: EMD
II. The response to Eligibility Offer / Pre-Qualification Proposal, Technical Proposal,
Commercial Proposal and EMD (as mentioned above) should be covered in separate
sealed envelopes super-scribed with the following information:
Type of Bid: Technical or Commercial or EMD
Bid Title: RFP for Digitization of the Records of High Court of Himachal Pradesh.
Bid Reference Number: _________________________________
Name and address of the S.P.: XXXXXX
III. Please Note that prices should not be indicated in the Technical Proposal and should
only be indicated in the Commercial Proposal. The bid shall be rejected if any price is
indicated in Technical Proposal.
IV. The outer envelope thus prepared should also indicate clearly the name, address,
telephone number, e-mail ID and fax number of the bidder to enable the Bid to be
returned unopened in case it is declared "Late".
V. All the pages of the proposal must be sequentially numbered and must contain the list
of contents with page numbers. Any deficiency in the documentation may result in the
rejection of the Bid.
VI. The original proposal/bid shall be prepared in indelible ink. It shall contain no
interlineations or overwriting, except as necessary to correct errors made by the bidder
itself. Any such corrections must be initialled by the person (or persons) who sign(s)
the proposals.
VII. All pages of the bid including the duplicate copies, shall be initialled and stamped by
the person or persons who is authorised to sign the bid.
VIII. In case of any discrepancy observed by High Court of Himachal Pradesh in the
contents of the submitted original bid documents with the respective copies, the
information furnished on original paper bid document will prevail over the copies.
2974
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
IX. Bidder must ensure that the information furnished by bidders in respective CDs. is
identical to that submitted in the original paper bid document. In case of any
discrepancy observed by the Registrar General, High Court of Himachal Pradesh in the
contents of the CDs. and original paper bid documents, the information furnished on
original paper bid document will prevail over the soft copy.
7.5
Authentication of Bids
The Proposal should be accompanied by a power-of-attorney in the name of the signatory of
the Proposal.
7.6
Pre-Bid Conference/Meeting & Clarification
I.
A prospective Solution Provider (SP) requiring any clarification on this document may
notify his query to the Registrar General, High Court of Himachal Pradesh, in writing
or by fax or by email in MS EXCEL file on or before the date stipulated for this
purpose in this document.
II. The Registrar General, High Court of Himachal Pradesh may hold a pre-bid meeting
with the prospective bidders as per the date provided in the Schedule of Bid process
above.
The queries should necessarily be submitted in the following format (XLS):
Sl.
No.
RFP Document Reference(s)
(Section & Page Numbers)
Content of RFP
requiring
Clarification(s)
Points of
clarification
III. The Registrar General, High Court of Himachal Pradesh will respond to any request
for clarification, which it receive within in time line defined in this tender document and received
by
mail
through
the
web
site
of
the
High
Court
of
Himachal
Pradesh
http://hphighcourt.nic.in/index.htm. and not separately to every individual S.P.
7.7
Modification in RFP
At any time not less than three days prior to the deadline for submission of offer, Registrar
General, High Court of Himachal Pradesh may, for any reason, whether at its own initiative or in
response to a clarification requested by a prospective service provider, modify this document by
amendment. Prospective SPs are advised to visit http://hphighcourt.nic.in/index.htm website
regularly to see any changes in the document.
None of the prospective S.P. who have received this document will be notified of the
amendment, in writing, or by fax or by email, separately and the amendment so carried out and
notified in the web site of the High Court will be binding on them. In order to allow prospective
SPs reasonable time to respond to the amendment in the tender document, the Registrar General,
High Court H.P. in his discretion, may extend the deadline for the submission of offers.
2975
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
7.8
Technical Proposal:
The Service Provider shall quote the Technical Details as per the Annexure-II for the entire
scope of work mentioned in this document.
7.9
Commercial Proposal:
The Service Provider shall quote the Price Schedule as per the Annexure-III for the entire
scope of work mentioned in this document.
7.10 Currency for Commercial Proposal:
Prices shall be quoted in Indian Rupees.
7.11
Format of Commercial Proposal:
The original and all copies of Commercial Offer shall be typed or written in indelible ink
and shall be signed by the Service Provider (SP) or a person or person(s) duly authorized to bind
the SP to the Contract. The letter of authorization shall be accompanied by written power-of-
attorney accompanying the offer. All pages of the offer, except the unamended printed literature,
shall be initialled by the person or persons signing the offer.
Any interlineations, erasures or overwriting shall be valid only if they are initialled by the
person or persons signing the offer.
7.12
Late Offers
Any offer received by the Registrar General, High Court H.P. after the deadline for
submission of offers prescribed by Registrar General, High Court H.P. will be rejected and/or
returned unopened to the prospective Turnkey Solution Provider, if so desired by the Turnkey
Solution Provider subject to the condition that the bid is accompanying a self addressed envelope
bearing postal stamps of the required value.
7.13
Modification and Withdrawal of Offers
No offer, once submitted, shall be allowed to be modified at any time. No offer shall be
allowed to be withdrawn during the interval between the deadline for submission of offers and the
expiration of the period of validity or offer specified by the Service Provider on the offer form.
Withdrawal of an offer during this interval may result in the forfeiture of Service Provider’s EMD.
7.14
Validity of Proposal
The offer submitted by the Bidders should be valid for a minimum period of 180 days from
the date of submission of Tender and if it is accepted then whole of the period of the execution of
the entire work.
7.15
Earnest Money Deposit (EMD)
a) EMD equivalent to Rs. 5.00 lacs in the form of Demand Draft from nationalized bank
payable at Shimla favouring “Registrar General, High Court of Himachal Pradesh”
shall be submitted alongwith the bid. Any bid received without the earnest money shall
be liable to be rejected straightaway.
2976
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
b) Unsuccessful SP’s EMD will be discharged/returned after award of contract to the
successful S.P. No interest will be paid by the Registrar General, High Court of
Himachal Pradesh on the EMD.
c) The successful S.P’s EMD will be returned on submission of Bank Guarantee (in the
format given at Annexure-VII) as performance security to the extent of 5% of the total
amount for consideration of the contract after signing the Agreement. No interest shall
be paid by the Registrar General, High Court of Himachal Pradesh on the E.M.D. of
the successful S.P.
d) The EMD may be forfeited:
o
If a SP withdraws its offer during the period of validity of offer specified by the
Registrar General, High Court of Himachal Pradesh in the Document;
o
In the case of a successful SP, if it fails to sign the Contract in accordance with
conditions of this Document or to furnish Bank Guarantee in the shape of
performance guarantee.
o
During the whole process, if prospective/ successful SP indulges in any such
deliberate act as would jeopardise or unnecessarily delay the process of evaluation
and finalisation of offer.
o
Violates any of such important conditions of this document or indulges in any
such activity as would jeopardize the interest of the High Court of Himachal
Pradesh.
e) The decision of the Registrar General, High Court of Himachal Pradesh regarding
forfeiture of Earnest Money Deposit (EMD) shall be final and shall not be called in
question under any circumstances.
7.16 Price Structure:
The price quoted should be inclusive of all applicable duties and taxes. No price escalation
due to variation in duty, tax, exchange rate fluctuation etc. will be permitted. The price should be
mentioned in terms of the amount payable by Registrar General, High Court of Himachal Pradesh
for design, development, implementation and maintenance (for a period of Five years after
successful implementation) of digitisation of records and its linkage to CMS and CMIS as per the
scope of Work, preparation of user manuals etc. and the irrevocable licence of the user of the
software and solution etc. besides the source code etc. to be provided by the S.P. to the High Court.
All costs and charges in the offer should be expressed in Indian Rupees without any dependence on
exchange rate, duty or tax structure.
7.17 Non-transferable offer
This offer document is not transferable.
7.18
Tender Evaluation
1. The Evaluation/Technical Committee will scrutinize the offers to determine whether
the same are complete in all respects including Tender Fees, EMD, whether there are
any errors in the offer, whether the documents have been properly signed and whether
2977
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
items are quoted as per the schedule, etc. Incomplete details as given below will be
treated as non-responsive, if Proposals are:
a.
Not submitted in the manner as specified in the RFP document.
b. Received without the Letter of Authorization (Power of Attorney).
c.
Are found suppressing the requisite details.
d. Having incomplete information, subjective, conditional or partial offers.
e.
Submitted without the documents mentioned in the checklist.
f.
Not compliant of any of the clauses stipulated in the RFP.
g. For lesser validity period than the mentioned in the tender document.
2. High Court of Himachal Pradesh will prepare a list of responsive bidders, who comply
with all the Terms and Conditions of the Tender. All eligible bids will be considered
for further evaluation by a Committee according to the Evaluation process defined in
this RFP document. The decision of the Committee will be final in this regard.
3. The Evaluation Committee will examine and evaluate the offers.
4. An offer determined as not substantially responsive will be rejected by the Evaluation
Committee and may not subsequently be made responsive by the SP by correction of
the nonconformity.
5. The Evaluation/Technical Committee may waive any minor formality or non-
conformity or irregularity in the offer which does not constitute a material deviation
according to the Evaluation Committee, provided such waiver does not prejudice or
affect the relative ranking of any SPs.
7.19 Clarificati on of Offers:
To assist in the scrutiny, evaluation and comparison of offers, the Registrar General, High
Court of Himachal Pradesh, may, at his discretion seek clarification(s) from some or all SPs on
their offers. The request for such clarifications and the response may be telephonic or in writing. If
any S.P. fails to give the requisite clarification(s) then his/her offer/bid shall be liable to be rejected.
7.20 Format for Technical and Commercial Offer
The suggested format for submission of commercial offer is as follows:
¾
Index
¾
Covering letter
¾
Eligibility Bid- Annexure I
¾
Technical Offer Format – Annexure II
¾
Commercial Offer Format – Annexure III
2978
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
7.21 Erasures or Alterations or Conditional offers or casual filling of bid form(s).
The offers containing erasures or alterations or any conditions will not be considered. There
should be no hand-written material, corrections or alterations in the offer. High Court of Himachal
Pradesh may treat such offers not adhering to these guidelines, hence unacceptable. Filling up of
the information using terms such as “OK”, “accepted”, “noted”, “as given in brochure/ manual” is
not acceptable. Registrar General, High Court of Himachal Pradesh may treat such offers as
incomplete and in his discretion may reject the same.
7.22 Evaluation and Comparison of bids
I.
The SP’s offer must be complete in all respect and covering the entire scope of work as
stipulated in this document.
II. The SP must submit declaration regarding acceptance of Terms and Conditions
contained in this document (as per format enclosed at Annexure-A).
III. The SP must submit declaration regarding clean track record (as per format enclosed
at Annexure-B).
IV. The evaluation process of the offer proposed to be adopted by the High Court of
Himachal Pradesh is indicated under this clause. The purpose of this clause is only to
provide the SPs an idea of the evaluation process that High Court may adopt. However,
the High Court reserves the right to modify the evaluation process at any time during
the whole process, without assigning any reason, whatsoever, and without any
requirement of intimating the SPs of any such change.
7.22.1 Clarification
When deemed necessary, during the evaluation process, the Evaluation Committee may
seek clarifications or ask the SPs to make Technical presentations on any aspect from any or all the
SPs. at the cost of such SP(s).
However, that would not entitle the bidder to change or cause any change in the substance
of the offer submitted or price quoted.
7.22.2 Process of Selection of Service Providers
Bids would be evaluated as per the process defined in RFP.
7.22.3 Opening of Eligibility Bids
The Evaluation Committee will open the eligibility bids of all the bidders and will examine
the same as per format given at Annexure-I. Technical bids will be opened only of those SPs who
would be found eligible in the eligibility bids.
7.22.4 Opening of Technical Bids
The Evaluation Committee will open the Technical Offers of only qualified SPs in the
presence of the representatives of those SPs who would like to be present at the time of such
opening and who would like to demonstrate the methodology and proposed solution at the instance
of the Evaluation Committee or the Registrar General, at the time, date and place, as decided by the
2979
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
High Court. Such demonstration of the methodology and proposed solution may be viewed by any
Hon'ble Judge or a committee of Hon'ble Judges nominated for this purpose by Hon'ble the Chief
Justice and the views expressed by such Hon'ble Judge or such Committee of Hon'ble Judges shall
have bearing on the process of examination of the bids by the Evaluation Committee. The
evaluation committee shall evaluate the bids further (subsequent to qualification in preliminary
evaluation), based on the documents submitted including the proposed approach and methodology,
proposed timeliness and proposed resources. Each bidder would be essentially required to make a
presentation for the same to the evaluation committee and also to the Hon'ble Judge or the Hon'ble
Judges committee, if so desired by the Hon'ble the Chief Justice. The Bidder must provide in the
bid the above mentioned details in format specified in Annexure-II. The Hardware, LAN and other
equipment necessary for setting up Scanning centre room etc. must be strictly as per Technical
specifications laid down in this document.
7.22.5 Opening of Commercial Bids:
The Evaluation Committee will open the Commercial Offers of only qualified SPs i.e who
will obtain minimum 70 marks in the technical evaluation, in the presence of the representatives of
the SPs who choose to attend, at the time, date and place, as decided by the Registrar General, High
Court of Himachal Pradesh. The Bidder must provide in the bid the above-mentioned details in
format at Annexure-III.
7.23 Award of Order:
The process of award of contract is elaborated at Annexure-IV. The contract will be
awarded to the S.P./Bidder whose bid shall be determined to be substantially responsive and as the
best value bid which means that the bid which shall be ranked as R1.
I.
The award of contract would be decided on the basis of Weighted Score (30%) for the
Technical score as per the marks awarded by Evaluation Committee for the Technical Proposal and
Weighted Score (70%) for the normalized score as per the financial bids.
II. After evaluation of all accepted proposals by the evaluation committee, the contract
may be awarded to the most responsive bidder.
III. In case Registrar General, High Court of Himachal Pradesh does not find the best offer
acceptable, it may go in for negotiations, which can be done with the SPs Rank 1 and
second Rank 2 (R1 and R2). During the negotiations, a revised Techno-Commercial
Offer will be taken from the representative of the SPs by way of sealed offer. This
revised offer will replace/supersede the earlier Commercial Offer, provided that the
original offer (i.e. Commercial Offer) will not be allowed to be changed to the
detriment of the Registrar General, High Court of Himachal Pradesh, as far as rates of
every individual items and terms/ conditions are concerned. Therefore, the prospective
SPs are advised to send sufficiently senior representatives (who can take spot
decisions) for negotiations.
IV. The commercial offers shall be evaluated by the Registrar General, High Court of
Himachal Pradesh for completeness and accuracy. If there is a discrepancy between
words and figures, the amount in words will prevail. The Gross Bid Value as per
Annexure-III shall be used by the Registrar General, High Court of Himachal Pradesh
for the purpose of commercial evaluation of offers.
2980
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
8.
Eligibility Criteria
The Service Provider (SP) should meet the following criteria as on the date of submission of
the bid:
Sl.
No.
Eligibility Criteria
Documents / Information to be
Provided
1.
The Company/firm/partnership must be registered
in India and must have been rendering related
services as mentioned in the bid document. The
Bidder should have been in operation for a period
of at least 5 years.
(Attach documentary proof). No Consortium is
Allowed.
• Certificate of incorporation in
respect of Company.
• Certificate of Commencement of
Business.
• Memorandum and Articles of
Association in respect of the
Company.
2.
Bidder should have average annual turnover of
Rs. 5 Crores of the last 3 financial years (FY 12-
13, FY 11-12 and FY 10-11) from IT services
involving digitization and scanning.
• Audited
financial
statements
(reflecting overall turnover from
the listed activities) for the last
three (3) financial years.
OR
• Auditors’/ CA certificate on the
turnover as mentioned by the
bidder.
3.
The Bidder should have had a net profit in the
previous three financial years (FY 12- 13, FY 11-
12 and FY 10-11)
• Audited
financial
statement
(reflecting profit in business) for
previous three financial years.
AND
• Statutory Auditors’ certificate
certifying the net profit as
mentioned by the bidder.
4.
Bidder should have not been blacklisted by any
Indian Government organization/ agency for
corrupt, fraudulent or any other unethical
business practices in a similar or comparable
project at the time of bid submission.
• Certificate from the Company
Secretary
or
the
Managing
Director
in
respect
of
the
Company and from the managing
parter in respect of a firm and
from the properietor in the case
of a proprietorship concern to the
effect that the bidder is not
currently
blacklisted
by
any
Government organization/agency
in the form of Annexure-B
5.
The
company/firm/partnership
should
be
registered with Service Tax Authority.
Registration Certificate & Service
Tax Number.
2981
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Sl.
No.
Eligibility Criteria
Documents / Information to be
Provided
6.
The bidder should have experience in supply,
installation and support of digitization of records
and DMS oriented work in Indian Courts or
Government department or semi-government
department.
Copy of Work Order along-with
work
completion
certificate/
performance certificate should be
enclosed.
7.
The bidders should have at least 50 Professionals
on their payroll for the activities related to
Scanning, Digitisation, DMS related work.
Attach H.R. certificate along-with
the list of Employees with exposure
to Projects and Technologies.
8.
The bidder should have experience in system
integration w.r.t digitization, scanning and DMS
projects of a comprehensive enterprise IT
infrastructure comprising of supply, installation
and maintenance of Hardware and Software,
Operating System and RDBMS etc.
Copy of Work Order and Completion
Certificate specifying the detailed
scope of work.
9.
The bidder should have ISO (9001:2000) or
Minimum CMMI Level-3 certification.
Copy of valid certificates
9.
Terms and Conditions
The terms and conditions are illustrative only and the detailed terms and conditions will be
referred in the SLA to be signed with the successful bidder.Performance Bank Guarantee.
The SP must submit within 15 days of the signing of Agreement or issuance of work order
whichever is earlier, a Performance Bank Guarantee from any Nationalized Bank @ 5% of Gross
Bid Value in the name of Registrar General, High Court of Himachal Pradesh for Total Contract
Period plus 6 months after expiry of contract as per the format given at “Annexure-VI”.
9.2
Payment Terms
The payment schedule for various components of the project is mentioned below.
Successful completion of the pilot shall be the prerequisite for going ahead with the remaining
contract and all payments for this contract will be released only on successful completion of pilot.
2
9.2.1 Part 1: Digitization of Records - Transaction Based Costs
Quarterly Invoices should be raised by the Service Provider upon completion of quarterly
job / work. 80% of payments shall be made based on work completed and approved by the
Registrar General, High Court of Himachal Pradesh or the Officer nominated by him, remaining
20% payment shall be done during O&M period.
9.2.2 Part 2: DMS Cost – Cost of supply and Implement DMS and integration with CMIS
a) 30% on delivery of DMS software to High Court of Himachal Pradesh that too on
successful completion of the Pilot Phase including implementation of DMS with
metadata and proposed volume of records as defined and agreed for the pilot phase.
2982
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
b) 40% after completion of digitization of all records in DMS and training and successful
operation for duration of six months.
c) 30% payment shall be made during O &M phase, 10% annually at end of year after
deducting the penalty, if any.
a) Part 3: Operation and support maintenance Cost after implementation of project
(Cost of Manpower for Support and maintenance Plus remaining cost of part1): Quarterly
payment for period of 5 years at the end of each quarter after deducting penalty, if any.
9.2.3 Method of Billing
To receive payments, the Bidder must submit an appropriately itemized invoice to the
Registrar General, High Court of Himachal Pradesh for services performed. Invoices are to be sent,
in triplicate, to the High Court of Himachal Pradesh along with all supporting documents approved
by officer nominated by Registrar General, High Court of Himachal Pradesh along with the
Contract Number (or Purchase Order Number, if applicable).
9.2.4 Method of Payment :
Payment shall be based on quarterly basis for Digitization work after showing all log reports
and the number of pages/ data digitized keeping all parameters. The bill is to be produced by 5th of
every quarter and payment will be released at the earliest subject to availability of funds. The
Bidder is responsible for completing the scope of work specified in this Tender. The High Court of
Himachal Pradesh may withhold final payment until all services, reports and/or other deliverables
specified herein have been completed in a form to the satisfaction of the High Court of Himachal
Pradesh.
9.3
Penalty
SP is supposed to achieve the milestones in the specified time frame. Non adherence to the
specified time frame will attract penalty @1% of Gross Bid value per week maximum to 15% of
the contract value of the work in the form of forfeiture of the amount of Bank Guarantee or
Demand Draft duly deposited as performance security. Subsequent changes recommended by
Registrar General, High Court of Himachal Pradesh during implementation and maintenance phase
will attract penalty @ 0.5% per week. Penalty shall also be imposed as follows for
inaccuracy/errors detected during checking of works:
Sl.
No.
Nos. of Errors (in per 100 digitized
records)
Penalty (in % of the billed amount)
1.
No Mistake
No penalty
2.
1-05
10%
3.
06-10
20%
4.
11-15
30%
5.
> 15
Registrar General may decide to terminate
the contract.
Records should be returned immediately after scanning of the same. In case of damage of
the records, penalty would be imposed by Registrar General, High Court of Himachal Pradesh as
2983
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
elaborated in SLA. The aforesaid penalty shall be charged in addition to the liability of the S.P. to
correct the error which had occurred in the process of the digitisation etc. of the record.
9.4
Acceptance Test
High Court of Himachal Pradesh along with Evaluation/Technical committee will carry out
the acceptance test for every deliverable. The SP has to arrange for demonstration of the project of
digitisation of records and its linking to DMS and CMIS.
9.5
Cancellation of Contract /Order
Registrar General, High Court of Himachal Pradesh reserves its right to cancel the order in
the event of one or more of the following situations:
a.
If any batch of job/ services performed and software copies/ CDs/ Hardware copies
carrying digital data do not match with approved specifications or approved samples
and found inferior in quality, the entire lot will be rejected and no payment will be
made for such a supply. Such items will have to be taken back by the service provider
at his own risks and cost. No payment will be made for unsatisfactory jobs/ services
and contract is liable to be cancelled along with forfeiture of security deposit.
b. Delay in submitting the deliverables and all related services beyond the stipulated
period.
c.
Registrar General, High Court of Himachal Pradesh shall have the right to inspect the
work or get it inspected by his representative or any authorized officer at any stage.
i.
Registrar General, High Court of Himachal Pradesh reserves the right to inspect
the process of the scanning, digitization, indexing, storing methodology and the
equipments during the contract period at any time.
ii. The Service Provider shall provide all possible information and extend such co-
operation as desired by the inspecting authority of the department during the
inspection work.
iii. In case, the Inspecting authority finds that the services and the equipments used
are adversely affecting the quality of work, the department reserves the right to
treat this as a breach of contract. As a result, the contract shall be terminated at the
expenses of the Service Provider.
iv. Delay in Project as per the agreed project timeliness.
v. In addition to the cancellation of purchase order, Registrar General, High Court of
Himachal Pradesh reserves the right to levy appropriate damages and deduct from
the earnest money deposit (EMD) given by the Service Provider or foreclose the
Bank Guarantee given in lieu of performance guarantee.
9.6
Non-Disclosure Agreement
The successful SP has to execute confidentiality agreement incorporating that any
data/information which will be handled/ shared will be kept in strict confidence and neither the SP
nor its associates or channel partners or SP’s employees part with the data/information in any form
2984
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
to any body without prior written consent of the Registrar General, High Court of Himachal
Pradesh.
9.7
Security
The SP should ensure all security (both physical and logical) to protect department’s data,
site, etc. by incorporating standard security measures.
9.8
Termination of the Contract
Registrar General, High Court of Himachal Pradesh reserves the right to terminate the entire
and/ or part of the contract by giving one month notice, in writing.
9.9
Indemnity
SP has to indemnify the Registrar General, High Court of Himachal Pradesh against any
claims, losses, costs, damages, expenses, action suits and other proceedings, resulting from any
proceedings initiated against Registrar General, High Court of Himachal Pradesh for any deficiency
in services related to Project provided by the SP during the period of contract.
9.10 Force Majeure
The SP shall not be liable for payment of liquidated damages, forfeiture of its performance
security, termination of the contract for default, if and to the extent that the delay in performance or
other failure to perform its obligations under the contract is/are attributable to force Majeure. For
purposes of this Clause, “Force Majeure” means an event beyond the control of the SP and not
involving the SP’s fault or negligence and not foreseeable by the S.P. Such events may include, but
are not limited to, Acts of God or of public enemy, acts of Government of India in their sovereign
capacity or either in fires, floods, strikes, lock-outs and freight embargoes.
However, if a Force Majeure situation arises, the SP shall promptly notify this fact to the
Registrar General, High Court of Himachal Pradesh, in writing, of such conditions and the cause
thereof within three calendar days. Unless otherwise directed by Registrar General, High Court of
Himachal Pradesh, the SP shall continue to perform its obligations under the Contract as far as it is
reasonably practical and shall seek all reasonable alternative means for performance not prevented
by the Force Majeure event.
Notwithstanding above, the decision of Registrar General, High Court of Himachal Pradesh
shall be final and binding on the S.P.
9.11 Publicity
Any publicity by the SP wherein the name of High Court of Himachal Pradesh is to be used
should be done only with the explicit written permission of Registrar General, High Court of
Himachal Pradesh, otherwise, it would also be treated as violation of the essential condition of the
contract and the contract shall be liable to be terminated solely on this ground with usual
consequences for termination of the contract as mentioned in this document.
9.12 Service Level Agreement
SP would be required to enter into a Service Level Agreement with the High Court of
Himachal Pradesh at the mutually agreed terms within three weeks from the date of issuance of
2985
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Letter of Intent. In case the SLA is not executed within the said stipulated period, High Court of
Himachal Pradesh will be at liberty to forfeit the EMD and bidders declared as R2 and R3 will be
invited to sign Service Level Agreement.
Any modification to the existing tender which includes proposed amendment till the date of
final bid will form part of SLA. However, any deviation/ modification from the tender clause will
be at the sole discretion of Registrar General, High Court of Himachal Pradesh.
9.13 Resolution of Disputes:
Registrar General, High Court of Himachal Pradesh and the SP shall make every effort to
resolve amicably, by direct informal negotiation, any disagreement or dispute arising between them
under or in connection with the contract. If, after thirty days from the commencement of such
informal negotiations, Registrar General, High Court of Himachal Pradesh and the SP are unable to
resolve amicably the contractual dispute; either party may require that the dispute be referred for
resolution by formal arbitration.
All questions, disputes or differences arising under and out of, or in connection with the
contract, shall be referred to two Arbitrators- one to be nominated by High Court of Himachal
Pradesh and the other to be nominated by the S.P. In the case of the said Arbitrators not agreeing,
then the matter will be referred to an umpire to be appointed by the Arbitrators, in writing, before
proceeding with the reference. The aw ard of the Arbitrators, and in the event of their not agreeing,
the award of the Umpire appointed by them shall be final and binding on the parties. The
Arbitration and Conciliation Act, 1996 shall apply to the arbitration proceedings and the venue and
jurisdiction of the arbitration shall be at Shimla, Himachal Pradesh.
During the period of arbitration or any dispute pending in any court of law / arbitrator, SP
has to ensure that there is no disruption of services and all the services are continued during the
period of pendency of such proceedings.
9.14 THE TENDER PROCESS
Registrar General, High Court of Himachal Pradesh invites prospective service providers to
respond to this tender document. The goal of this document is to create data base of digitized
records and its linkage with DMS and CMIS. Instructions for preparing and submitting information
are set forth below.
·
Upon this document, the prospective SP is in a position to prepare and submit the
response. On subsequent receipt and evaluation of responses by the Registrar General,
High Court of Himachal Pradesh, it does not commit to award a contract to any
Software Developer even if all of the requirements stated in these documents are met.
·
Registrar General, High Court of Himachal Pradesh reserves the right to make no
selection and enter into no agreement as a result of this tender document.
·
Registrar General, High Court of Himachal Pradesh will not be responsible for the
reimbursement of any cost or expenses, which any prospective SP may incur as a
direct or indirect consequence of preparing or submitting their response to this tender
document.
2986
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Annexure I: Eligibility Bid
The bidder should attach following checklist for compliance with important criterion in the
eligibility bid to be submitted:
Name and Address of the Company/Firm/Proprietorship concern etc:____________________
_______________________________________________________________________________
________________________________________________________________________________
Sl.
No.
Description of the requirement.
Whether the
requirement
Complied with or
not (Reply in Yes
or No.)
Supporting Document
attached with Page
number.
1 Whether cover letter attached?
2 Whether all pages of bid are numbered,
signed by authorized signatory and bids are
sealed properly?
3 Whether proof of authorized signatory
(Power of attorney/ Board declaration etc.)
furnished?
4 Whether EMD and Draft for RFP cost (if not
paid already) attached?
5 CVs of Key resources proposed, Details on
the total number of resources proposed and
resource deployment plan.
6 Whether Turnover proof (Balance Sheets
etc.) attached as per Qualification Criteria?
7 Whether list of projects where scanning and
digitization work have been done along with
work order and successful implementation
certificate obtained from the Heads of these
offices attached?
8. Whether OEM authorization form for all the
proposed new products as per Annexure-J
attached?
9. Certificate from the Company Secretary or
the Managing Director in case of a company
and the Managing Partner in respect of a
partnership firm and Proprietor in the case of
a proprietorship concern to the effect that the
bidder is not currently blacklisted by any
Government organization/agency in the form
of Annexure-B attached.
2987
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Annexure-II: Technical Bid Format
Technical Proposal shall be submitted containing following details and the same shall be
evaluated as per the below-mentioned criteria:
Name and Address of the Company/Firm/Proprietorship concern etc.________________
___________________________________________________________________________________
___________________________________________________________________________________
Sl.
No.
Criteria
Marks
Assigned
Marks
Scored
Remarks (Bidders need to
specify the reference page
number)
1
Financial strength of the Bidder
10
1.1
Overall
Average
Turnover of the company
(Audited Balance sheet
and Profit & Loss; OR
Certificate
from
the
statutory auditor should
be attached) past three
consecutive
financial
years(FY 12-13, FY 11-
12 and FY 10-11).
Bidder needs to supply the
Audited Balance sheet and Profit
& Loss account; OR
Certificate from the statutory
auditor.
1.2
5 crore-6 Crore
1
1.3
6 Crore– 7 Crore
2
1.4
7 Crore – 8 crores
5
1.5
8 Crore – 9 crores
8
1.6
More than 9 crores
10
Bidder needs to supply details
as per Annexure-F
2.
Approach
and
Methodology
(Including Project Approach,
Methodology
and
Innovativeness; Work plan and
Project Management, Data and
Metadata
Portability,
and
Presentation
before
the
Committee of the High Court)
15
2.1
Project Management
Approach and
Methodology
3
2.2
Project Milestones &
Deliverables
3
2.3
Record Digitization &
Scanning Methodology
3
2.4
Risk Management and
Mitigation Strategy
3
2.5
Quality
Assurance/
Quality Control
3
2988
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
3
No.
of
Projects
of
Digitization of records
completed during last 5
years
i.e.
between
1
March, 2009 till the date
of Submission of Bid as
per criteria mentioned
below:
Bidder needs to supply
Work order,
Completion certificate
containing required
information.
Project marking criterion
Project cost >=5
Lakhs <50 Lakhs
1 Mark
Project cost >=50
Lakhs <1 Crore
2 Marks
Project cost >=1
Crore <5 Crore
3 Marks
Project cost >=5
Crore
4 Marks
For each such project
points shall be awarded
subject to maximum 24
marks.
3.1
Project-1
3.2
Project-2
3.3
Project-3
3.4
Project-4
4.0
Key Personnel Deployed
for the assignment (Team
Leader/Project Manager
and other key experts
proposed
and
their
respective
time
committed for the said
project in High Court of
Himachal
Pradesh).
Bidder with maximum
personnel and quality of
experience
and
qualification
will
be
considered for maximum
points and the rest will be
given points on pro rata
basis.
16
4.1
Profiles
for
Project
Manager, Team Leaders.
6
4.2
Profiles
for
technical,
domain experts
5
4.3
Profiles for Support Staff
5
2989
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
5.0
Equipment Proposed to
be installed at own cost
in the High Court of
Himachal
Pradesh
(Servers,
scanners,
computers
etc.)
in
addition
to
the
hardware
to
be
supplied by the High
Court.
15
Bidder needs to supply
details as per
Annexure-D
5.1
The proposed equipment
will be evaluated with
respect to the adequate
sizing
and
quality.
Bidder with maximum
sizing and good quality
will be considered for
maximum points and the
rest will be given points
on pro rata basis.
6.0
DMS software on Open
Technology / platform
20
Bidder needs to supply
details as Per
Annexure-I
6.1
If there is no deviation
and value addition to the
specifications as given in
DMS
Technical
specification, the bidder
would get 70% of the
points attributed for this
head. For each negative
impact 10% of the points
attributed to this head
shall be deducted and for
each value addition 10%
of the points attributed to
this head shall be added.
(Note: The overall points
shall be restricted to the
maximum allowed under
this head irrespective of
the positive impact)
Total Score for
Technical Criteria
100
Note:— To qualify technically bidders needs to have overall score more than 70% and in each
individual criterion score must be more than 50%.
2990
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Annexure-III: Commercial Bid Format
Annexure-III-A: COMMERCIAL PROPOSAL SUBMISSION FORM (ON BIDDER’S
LETTER HEAD)
Date:
RFP No.
To
The Registrar General,
High Court of Himahcal Pradesh,
Ravenswood,
Shimla-171001.
Sir,
We, the undersigned, offer to provide services for digitization of High Court records and
their linkage to DMS and CMIS.
Our attached Financial Proposal is for an amount of Rs.-----------------------(Rupees-----------
---------------) including all taxes and duties. Our Financial Proposal shall be binding upon us upto
expiration of the validity period of the Proposal. We understand you are not bound to accept any
Proposal you receive.
Methodology –
·
Our Bid shall be valid for a period of 180 days from the last date fixed for submission
of the bids in accordance with the Bidding Documents, and it shall remain binding
upon us and may be accepted at any time before the expiration of that period;
·
If our Bid is accepted, we commit to submit a performance bank guarantee in
accordance with the Bidding Documents;
·
We understand that this bid, together with your written acceptance thereof included in
your notification of award, shall constitute a binding contract between us, until a
formal contract is prepared and executed; and
·
We understand that you are not bound to accept the lowest evaluated bid or any other
bid that you may receive.
Yours sincerely
Name.................................................................
In the capacity of.................................................................
Signed.................................................................
Duly authorized to sign the Application for and on behalf of.........................................................
Stamp / Seal………………………………………………………..
2991
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Annexure-III-B: COST COMPONENTS (ON BIDDER’S LETTER HEAD)
Name and Address of the Company:_______________________________________________
______________________________________________________________________________
________________________________________________________.
Financial Proposal
Summary of Financial proposal:
Sl.
No.
Item
Provide detail
breakup of costs in
table
TOTAL PRICE (Rs.) [including All
Taxes out of pocket expenses and other
charges etc.]
1
Transaction Based Costs
Table A
Total Cost (A) [as per table A]
2
Cost
of
supply
and
Implementation DMS and
integration with CMIS
Table B
Total Cost (B) [as per table B]
3
Cost of Manpower for
Support and maintenance
Table C
Total Cost (C) [as per table C]
4
Cost of any other Item1
Create new table
=X1
5
Cost of any other Item 2
Create new table
=X2
Total Gross Bid Value
= Total Cost (A) + Total Cost (B) +
Total Cost (C)+X1+X2
Total Gross Bid Value in Words:
Provide cost breakup details in below tables:
(A) Table A - Transaction Based Costs
Sl. No
Items to be Digitized
Units
Unit Rate (rate
per image/ page)
Amount (Rs.)
1
2
3
4=2*3
1
Cost of Digitization of records
i.e. scanning, entering meta data,
indexing etc.
1,50,00,000
(*Approximately)
Total Cost (A)
Total Cost (A) in Words:
Note *: The Number of records to be digitized may increase / decrease.
(B) Table B: Cost of supply and Implement DMS and integration with CMIS:
2992
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Proposed Software
Description
No. of
Users
Total Cost
(INR)
Cost
for
DMS
software and other
software
Licensing
and Implementati on
along-with providing
source code.
DMS Software, Web Content Management
System,
RDBMS,
Image
Management
Software,
Invisible
Water
Marking
Software, OCR, ICR and all other software
and
third
party
tools
required
for
completing the scope of work for the
digitization project. The license costs should
provide for both internal Intranet and VPN
Users as well as Internet users. (All software
licenses must either be One Time Licenses
(not requiring annual / periodic payments
for support and maintenance) or Licenses
including both one time as well as annual
costs for ATS / maintenance for a period of 5
years)
Total of (B) Rs.
Total Cost (B) in
Words:
(B) Table C: Cost of Manpower for Support and maintenance after Commissioning of the
Project:
Sl.
No.
Team Member
No. of
Resources
Manpower cost (per
month) (including All
Taxes, out of pocket
expenses and other
charges etc.)
Total Cost
(for five years i.e.
12*5= 60 months)
A
B
C = A * B * 60
1.
Technical Staff*
2.
Technical Staff*
Total Manpower Cost
Note: * Qualification for Technical Field Staff at minimum should be either 12t h class pass along
with 3 years diploma in IT / Computer Science OR graduation with one year diploma IT /
Computer Science.
Notes:
1.
The Service Provider must provide complete details of ALL software that are required to be
procured / developed for the execution of project of the High Court of Himachal PradeshThe
software that to be developed/proposed to be on Open Platform Technology and compatible to the
Ubuntu-Linux Operating System as customised by e-Committee, Supreme Court of India. Break up
of all relevant software required to execute the project (including OS and RDBMS) should be
provided as a Separate Annexure called “Details of Software proposed to be Procured and
Deployed” to be included both in the Technical Proposal as well as Financial Proposal. This
Annexure in Technical Proposal should only give the technical details and NOT the prices, whereas
the Annexure in Financial Proposal should also give the price breakup of each software item.
2993
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
2.
The Total Cost ((A) + (B) + (C)+ Cost of any other item) will be considered as the Total
Financial Price for financial evaluation.
3.
The Service Provider must provide details of what all is included in their Technical support
and ATS (both during and after the project completion) and what is chargeable as extra.
4.
The Service Provider has to ensure that it uses only standard, internationally used RDBMS
and other related software so that all data, images and metadata is fully portable into DMS
application software / RDBMS etc. (at any point in time).
5.
The rates to be quoted should be inclusive of all taxes and duties with breakup including
providing of requisite irrevocable licences for use of any D.M.S. Or Software to be developed by
the S.P. and also a clear undertaking that requisite source code for the use of solultion/software
used by the S.P. In the project shall be provided to the High Court of H.P. without charging any
extra cost and the High Court shall exercise proprietary rights over all the solutions/softwares and
source code etc. used in the said project.
Date: _________
Seal and Signature of the SP
Place: ________
&&&&&&&&
Annexure IV: Award of Order
The final score used for calculating the most responsive bid shall be calculated based on a
Quality Cum Cost based evaluation, following table shows the weightage to be used for calculating
the total overall score of the bidders:
The Normalisation of Technical and Financial score shall be done by awarding maximum
marks to the bidder having highest technical score and lowest financial bid respectively. The total
score shall be arrived by using the following formulae:
Total score, S = 30 %( Technical score of bidder) +70% (Lowest Financial bid received/
Financial bid of bidder). The bidder having the highest overall score ‘S’ shall be declared R1 and
he/she/it would be invited for negotiations/awarding contract first.
Calculation for R1, R2 and R3
Sl.
No.
Bidders
Financial Score (FS)= 70% *
(Lowest Financial bid received/
Financial bid of bidder)
Technical
Score
(TS)=Technical
Score of the
bidder * 30%
Total
Marks =
FS+TS
Rank
of
Bidders
1.
2.
3.
4.
5.
2994
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Annexure V: Volumes of Records
Sl.
No.
Records Type
Count
1
Record to be digitized
1,50,00,000
Note:
¾
The figures provided in the above table are tentative and actual figures may vary.
However, these figures may be used for computing the estimates and evaluation.
¾
Payments will be released on actual work assigned to the selected agency and work
completed by the agency.
__________
Annexure VI: Manpower Details
Name of the Company:
Note:—Details filled in in this form must be accompanied by sufficient documentary evidence, in
order to verify the correctness of the information.
Sl. No.
Name
Designation
Qualification
Experience
Date of
Employment
with Company
1.
2.
3.
4.
5.
Date: _________
Seal and Signature of the SP
Place: ________
________
Annexure VII: Format for Performance Bank Guarantee
To
The Registrar General,
High Court Of Himahcal Pradesh,
Ravenswood,
Shimla-171001.
1. Whereas M/s___________________________ (hereinafter called “Supplier”) has to
carry out the work of “Digitization of the records of High Court of Himachal Pradesh and its
linkage to DMS and CMIS“ as per agreement dated____________ signed by the Registrar General
2995
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
on behalf of High Court of Himachal Pradesh (hereinafter to be called as the “Client”) and the
Supplier.
2. NOW THEREFORE KNOW ALL THE MAN THESE PRESENTS THAT WE,_____
__________________________________ having its Head Office at________________________
________________________ (hereinafter called “the Bank”) are bound to the “Client” in a sum of
Rs.______________ (___________________________________) for which payment will and
truly to be made to the “Client”, the Bank binds itself, its successors and assignees by these
presents.
3. “The Bank” further undertakes to pay to the “Client” upto the above amount on receipt
of its first written demand, without the “Client” hav ing to substantiate its demand. The Client’s
decision in this regard shall be final and shall not be called in question under any circumstances.
The Bank Guarantee will remain in force upto__________. However, its validity can be got
extended before ___________ solely at the instance of the “Client”. This clause shall remain valid
not-withstanding anything else contained contrary in the document.
4. Our liability under this guarantee is restricted to _______________________
(____________________) and it will remain in force upto____________ unless a demand in
writing is received by the bank on or before ____________, all your rights under the said guarantee
shall be forfeited and we shall be released and discharged from all the liabilities there under.
5. Sealed with the Common Seal of the said Bank this ____day of ________20___.
In witness whereof the Bank, through its authorized officer, has set its hand and stamp on
this ______ day of _________20___
For Bank______________________
Witness
Signature
Name
M/s_________________________
____________________________
____________________________
____________________________
__________
Annexure A: Acceptance of Terms and Conditions Contained in RFP
Date: _________________2014 Tender Reference No.: _________________________
To
The Registrar General,
High Court Of Himachal Pradesh,
Ravenswood,
Shimla-171001.
2996
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Subject: Acceptance of all the terms and Conditions contained in the tender document.
Sir,
I have carefully gone through all the Terms and Conditions contained in the RFP Document
[No. ______________] regarding digitization of High Court records and their linkage to DMS and
CMIS.
I declare that all the provisions of this RFP Document are acceptable to my Company. I
further certify that I am an authorized signatory of my company and am, therefore, competent to
make this declaration.
Yours Sincerely,
Name: _______________________
Designation: _______________________
Company: _______________________
Address: _______________________
Note:—Copy of authorisation by competent authority in the bidders company pertaining to not
only this form but entire bid should be enclosed.
_______
Annexure B: DECLARATION REGARDING CLEAN TRACK RECORD
Date: _________________2014 Tender Reference No.: _____________________
To
The Registrar General,
Himahcal Pradesh,
Ravenswood,
Shimla-171001
Subject: Declaration regarding clean track record of the firm
Sir,
I have carefully gone through the Terms and Conditions contained in the RFP Document
[No. ___________] regarding digitization of High Court records and their linkage to DMS and
CMIS. I hereby declare that my company has not been debarred/black listed by any Government/
Semi Government organization. I further certify that the competent authority in my company has
authorized me to make this declaration.
Yours Sincerely,
Name: _______________________
Designation: _______________________
Company: _______________________
Address: _______________________
2997
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Annexure C: List of Summary of CV Information
Expert Team and Summary of CV Information
Position
Assigned
Name of
Team
Member
Employment Status
(fulltime, or other)
and duration)
Education/
Degree (Year
/Institution)
No. of years
of relevant
project
experience
CV signature
by (expert/
other)
This plan is supposed to provide details of Key Personnel that the Service Provider plans
to deploy at the High Court of Himachal Pradesh premises as well as its own office for executing
the said assignment.
Annexure D: Equipment Proposed by the Service Provider to be installed in Digitization
Centre in H.P. High Court at its own expenses in addition to the hardware to be provided by
the High Court of H.P.
Hardware proposed to be installed and used at the High Court of Himachal Pradesh for
digitization work in Digitization Centre by the Service Provider, at the time of commencement of
Pilot Phase and subsequently used to complete rest of the work. Tentative list of equipment is given
below:
·
Computing devices i.e. servers (web /application and databse servers) with OS and other
required tools and devices such as antivirus.
·
Storage & Backup Solution to store digitized data such as SAN, SAN Switch, Tape Library,
Backup Software.
·
DMS (Document management System)
·
Switches/ Router to connect different devices
·
Rack to place computing resources
·
Scanners to scan the documents in addition to the scanners to be provided by the High Court.
·
UPS
·
Furniture
·
Any other equipment required to complete the digitization work.
2998
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Sl. No.
Proposed Equipment/
Device(s) for Digitization
Key Specifications
of Equipment /
Device(s)
Reasons for Selection of
Equipment / Device(s)
Annexure E: Work Plan
Work Plan
Work Plan and Project Management Strategy for complete period of the project
Sl.
No.
Activity
Month
1
2
3
4
5
6
7
8
9
10
11
12
n
1
2
n
a)
Identify major risks and risk mitigation plan at the start of project and during the project
implementation by individual milestone.
b)
Indicate all main activities of the assignment, including deliverables, progress reports, and
other benchmarks such as approvals. For phased assignments indicate activities, delivery of
reports, and benchmarks separately for each phase.
c)
Duration of activities shall be indicated in the form of a bar chart.
Annexure F: Proposed Project Approach Methodology
Describe the proposed approach and methodology for completing the assigned work for the
project in not more than 50 pages (examples, detailed notes, standard handouts, company
brochures, white papers, sample manuals etc. should be included as Annexures and therefore would
NOT be counted in the 50 pages (A-4 size) limit for the main Technical proposal) Include all the
items detailed below:
1. Project Management.—Outline your approach for Designing, managing and
implementation of this project keeping in mind the scope of work and the unique nature of the
records of High Court of Himachal Pradesh. Include the following in your Project Management
Methodology:
1. Your Vision for the High Court of Himachal Pradesh Digitization and
Development and Implementation of DMS Software Project.
2. Project Management Plan
3. Project Team Structure
4. Risk Management and Mitigation Strategy
5. Project Tasks
2999
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
6. Project Deliverables
7. Project Milestones (Mentioning Start Date and End Date)
8. Testing approach & methodology
2. Record Digitization Methodology: —For each type of artefact/document describe the
proposed process of scanning and Digitisation, including the following details:
1.
Artefact preparation.
a) Detail how you intend to prepare records for scanning (include unbinding,
repairing, cleaning, rebinding as necessary).
b) Highlight the staff and time requirements for this process and how you will
maintain the required rates of scanning.
c) Records Integrity and safety: Describe the procedure you would be following
for safe handling and return of records.
2. Scanning Methodology.
a) For each category details the staff and equipment that will be used to capture
the scanned image.
b) Describe the scanning process for each artefact/document including the
brittle and tattered old record and registers etc.
3. Creation of Indexing and Metadata
a) Describe the steps you would take for creation of metadata.
b) How would you avoid duplication during metadata creation?
3. Documents Management System (DMS):
Provide details of which all software you will be using (DMS - including but not limited to
RDBMS, Web Content Management System, etc.) to execute the assignment. Break up of all
relevant software required to execute the project (including OS and RDBMS) should be provided as
a Separate Annexure called “Details of Software proposed to be Developed, Procured and
Deployed” to be included both in the Technical Proposal as well as Financial Proposal. The
Annexure in Technical Proposal should only give the technical details and NOT the prices, whereas
the Annexure in Financial Proposal should also give the price breakup of each software item.
Explain how you will:
a) Prepare and finalize the detailed functionality that needs to be implemented within the
DMS solution from SRS (Software Requirement Specifications) phase to final testing
and deployment of the application software.
b)
Integrate the Image Processing System within the DMS solution.
c) Implementing the DMS at the High Court of Himachal Pradesh.
3000
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
d)
Train the High Court of Himachal Pradesh staff on DMS. The DMS require below
mentioned key components:
1.
Architecture: Software should have strong architecture which can take care of
huge load of data and should cover all technological aspects for present and future
requirement.
2.
Scalability: Scalability is one of the key requirements in any software. It should
be scalable enough for taking care of huge amount of data and load on high
number of users.
3.
Security and Access Control: Software should provide strong security
mechanism which are globally accepted and followed specifications for security.
4.
Globalization: Software should support multiple environments and should be on
the global and open standards.
5.
Library Service: Software should have strong storage and search mechanism
which provided multiple search options to the user and make data retrieval easy.
6.
Unlimited Content Types: Looking at present and future requirement of Court,
contents and evidence may come in multiple file formats. Thus software should
have capability of handling multiple file formats like image files, audio video files
etc.
7.
XML: Looking at regular upgradation in technology and introduction of new
application in the interval of every 3 to 5 years, proposed solution should have
provision of exporting the data into XML format from where it can be imported
into any other software. Such type of functionalities are available in international
standard software in out of the box manner and it provides independence to court
of porting the data from one solution to another solution without taking help of
solution provider.
8.
Content Intelligence: Software should have intelligent search features like
thesaurus search on top of basic index based search and full text search. Such
type of features enables an end user in searching the required content without
having the full knowledge of the way of cataloguing of digitized data in system.
9.
Content Exchange: Looking at future possibility of creating a unified platform
for all courts across country, software should have provision of doing content
exchange with other applications.
10. Scanning and Imaging: Software should have provision of doing scanning of
records and uploading it in software with required indexing parameters in desired
form.
11. Workflow: Once these records are digitized it is required for Court to move these
files in electronic manner from one stake holder or user to other stake holders or
user. For such electronic movement of files and keeping track of these activities,
workflow module is required.
3001
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
4. Quality Assurance / Quality Control
Provide the following:
a) Describe the Quality standards and procedures that would be followed during
execution of the project.
b) Describe the steps you would undertake to ensure quality assurance and control.
c) How would you determine acceptable quality and what steps you would take if the
quality is not considered up to mark/desired level?
d) Describe the methodology and the solution/software to be used to digitize the brittle
and the old tattered record so that such record, after digitisation could be readable and
preserved in a presentable condition.
5. DMS Technical and User Manuals
Provide examples of either published or web based technical and user manuals for the
proposed DMS solution. These should be attached as an “Annexure” to the Technical Proposal.
6. Training and Other Services
Please provide the following information on training and other services:
a) Describe briefly the training which you would provide to the staff of the High Court of
Himachal Pradesh.
b) Identify the standard training and any customized training that is available to reflect
the needs of High Court of Himachal Pradesh, and include any limitations such as class
sizes, locations, and time limits. (All training costs shall be a part of the total financial
proposal).
7. Post Implementation Support
Detail the services offered as Post Implementation Support for the DMS including:
a) Technical support services: Outline briefly your plans to implement the following
technical support services for High Court of Himachal Pradesh:
i.
Telephonic support.
ii. Email support.
iii. On-site technical support.
b) Maintenance services
Describe and explain the following:
i.
Frequency of system maintenance.
ii. Nature of system maintenance requirements.
3002
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
8. Providing of Source Code of the Software and Solution to be used by the S.P.:
Briefly describe that how you will provide the Source Code of the software and Solution to
be used by you in the entire project of the digitisation, scanning, retrieval of scanned/digitised data
etc.
Annexure G: Scope of Work
The detailed description of the tasks to be performed by the selected Service
Provider/vendor is mentioned below:
1.
Rapid assessment
One of the biggest challenges/task in the Digitization project is that on one hand some of the
artefacts/documents are priceless but in poor physical condition, on the other hand the Service
Provider is expected to meet daily minimum digitization target of excellent quality. Keeping this
target in mind, the Service Provider must acquire a thorough understanding of the record of High
Court of Himachal Pradesh and the manner in which the current systems and procedures work. This
should enable the service provider to determine:
a.
The type of hardware/software required for digitization of each category and kind of
artefact/material/document or equivalent.
b. The number of each such equipment.
c.
Location and layout of such equipment.
d. The work schedule to achieve the task in the desired time frame.
2. Detailed action plan for digitization of documents.—The staff of the High Court of
Himachal Pradesh would be handing over the documents for digitization in batches based on the
pre agreed daily target. A ‘Batch Quality Form’ detailing the current quality of the document to be
digitized would be prepared and recorded by the staff of the High Court of Himachal Pradesh
which would be duly signed by the Service Provider's staff while accepting. The Service Provider
shall be responsible for returning all artefacts/documents in the same condition (as evidenced by the
Batch Quality Form) as it got them. An officer in-charge from High Court of Himachal Pradesh
would also be present (inside the Digitization Centre) for handling the document as well as
providing assistance to the Service Provider. The Service Provider is responsible for taking expert
care of all the artefacts/documents handed over to them. If the Service Provider is found to have
caused damage to the documents due to any act of omission or commission, penalties would be
levied on the Service Provider and may result in the termination of the contract as per the
contractual terms agreed with the Service Provider. Service Provider should ensure that the
material/artefacts/documents they obtain from the High Court of Himachal Pradesh is in a
condition suitable for working without damage. If a particular file / folder/ batch received by the
Service Provider are found to be in a very poor / fragile condition, the Service Provider is at liberty
to carry out restoration / repair procedures as per approval of the Officer In-charge.
(a) Prepare a detailed work plan with the milestones and timelines for the digitization
process for each category of archived material. This work plan once approved by the
Registrar General, High Court of Himachal Pradesh shall form the basis of monitoring
the progress of work on this project.
3003
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
(b) The work plan should also take into account the prioritization of the
artefacts/documents to be digitized as decided by the High Court of Himachal Pradesh.
(c) Detailed workflows for digitization to include:
• Procedure and workflow for collection and digitization of artefacts/documents which are to
be digitized.
• Document preparation (like: unbinding, repairing, cleaning, counting the number of pages,
rebinding, if required).
• Scanning
methodology/image
management/enhancement
for
each
type
of
artefact/document.
• Quality Control, and rescanning procedures, including QA/QC steps for ensuring the
desired quality of all images based upon parameters like.
9 Image Clarity
9 Confirm the pages of image with that of original
9 Resolution
9 Black band & blemish removal, if any
9 Deletion of blank and invalid pages
9 De-skewing
9 De-speckling
9 Cropping (No content should be missing)
9 Image orientation
• Indexing, metadata creation etc.
• Initial storage of digitized content.
• Returning artefacts/documents to storage media and submitting to High Court of Himachal
Pradesh for verification.
3. Set up a fully equipped digitization room in High Court of Himachal Pradesh for
carrying out the scanning and indexing work for different kinds of material/documents. As
mentioned in the tender document, the Service provider is expected to know and bring in
(including, but not limited to):
(a) All the required hardware/software and supporting equipments (servers, computers,
scanners, OCR/ICR, cameras, etc.) required to set up a Digitization Centre. The High
Court of Himachal Pradesh will only provide the basic infrastructure like space,
electricity /water and connectivity and the hardware as mentioned in Annexure-H. No
furniture will be provided by High Court of Himachal Pradesh. Service Provider will
take back the said hardware/software/furniture installed by him in the High Court of
Himachal Pradesh for the purpose of the execution of the said project only upon the
completion of the assignment/task. It may be understood clearly that the Service
Provider is only required to provide the complete IT Infrastructure within the
Digitization Center (required for doing the digitization activities and running DMS).
(b) The required DMS software and all other systems and supporting software required to
carry out the digitization work and implement the DMS. c) The personnel/staff needed
during the contract period.
3004
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
(d) The Service Provider would be responsible for the safe upkeep and maintaining the
highest level of confidentiality and Integrity of all physical and electronic records
within the Digitization Center. In case ANY document either specially in electronic
form is found stolen, copied, damaged, corrupted, made use of in any form by anybody
other than the High Court of Himachal Pradesh, the Service Provider shall be held
liable for civil / criminal proceedings and may lead to immediate termination of the
contract, at the sole discretion of the Registrar General, High Court of Himachal
Pradesh. For this clause, all acts of employees, associates, representatives, agents etc.
of the Service Provider shall be automatically deemed as acts committed by the
Service Provider also.
(e) All equipments and their specifications related to the digitization project would be
suggested by the selected Service Provider as part of its Technical Proposal.
(f) The Service Provider must ensure that all DMS searches must return results within a
maximum time of 3-4 (Three to Four) seconds and ALL pages of the DMS must open
(on High Court of Himachal Pradesh intranet) within a maximum time of 2-3 (two to
three) seconds. The Service Provider should suggest and install all equipments
(especially Servers) keeping these service benchmarks in mind. For evaluating these
service benchmarks, the system shall be tested on the Servers and Desktops installed
within the Digitization Center by the Service Provider in a LAN and not on internet.
(g) Stress & Regression Tests will be conducted with simulated test data to evaluate the
performance of the system (as prescribed in the above mentioned clause) at full load at
the project completion. Passing this stress test shall be one of the key prerequisites for
considering the Pilot successful and going ahead with the rest of the project. For full
load stress test, the number of concurrent users will be assumed as 300-350 which may
increase further by the same number or more.
(h) All the Server(s) installed at the Digitization Center, must have an uptime of 99.9%. If
the production server/ Web server is down beyond 0.1% measured on a monthly basis,
a penalty of Rs. 1,000/- (Rs One thousand only) per day will be imposed. The
evaluation committee of the High Court of Himachal Pradesh would evaluate the bids
based on the specifications and adequacy of equipment proposed to be installed at the
Digitization Centre by the Service Provider.
4. Pilot Project
(a) Successful completion of the pilot shall be the prerequisite for going ahead with the
remaining contract. All payments under this contract shall commence only after the
successful completion of pilot project.
(b) Using a representative sample of the artefacts/documents of High Court of Himachal
Pradesh, the Service provider will conduct a pilot of the Digitization process. The
purpose of the pilot project is to gauge the ability of the proposed work plan and
workflow to digitize artefacts/documents with the required speed, quality of digitized
records and care of original artefacts/documents. DMS will be implemented and data
incorporated from the digitized artefacts during the Pilot. The functionality and
performance of the DMS will also be assessed. The criteria by which the Pilot Project
Digitization processes are assessed:
3005
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
•
Number of artefacts/documents digitized per day (according to the figures stipulated in
the Expected Time Schedule).
•
Quality of digitized records and metadata (records conformity with image Technical
Specifications and agreed metadata standards will be assessed).
•
Care and Handling of artefacts.
(c) In addition to the above three broad criteria, a detailed User Acceptance Criteria for the
Pilot shall be prepared jointly by the High Court of Himachal Pradesh and Service
Provider before the commencement of the Pilot. The Pilot shall be considered
successful or otherwise based upon the detailed acceptance criteria so agreed.
(d) The Pilot Project allows the Service Provider to improve their Digitization processes
by adjusting the Workflow and Work Plan based on the findings of the ongoing
assessment of the Pilot Project.
(e) The assessment of the DMS in terms of functionality and performance will be
conducted as per the Service provider’s response to the DMS Functionality Matrix
submitted in the technical proposal.
(f) The Pilot Project would not be approved for full implementation by the High Court of
Himachal Pradesh until all assessment criteria are approved by High Court of
Himachal Pradesh.
(g) It is expected that a total of 5 Lakhs pages (artefacts) would be covered in the pilot
phase in High Court of Himachal Pradesh. These 5 Lakhs artefacts (for the Pilot)
would be selected in a manner to ensure that all kinds, types, categories and condition
of artefacts are included in this sample (e.g. the papers which are unlisted and
unpaginated shall also be included) so that this sample is adequately representative of
the complete collection.
(h) The Service Provider shall demonstrate how the complete Pilot data and metadata can
be ported into DMS / Software to be deployed at High Court of Himachal Pradesh.
5. Batch Preparation
This would include sorting of documents, physical preparation of documents (Defiling, De
stapling, creasing (removing wrinkles etc), pasting etc.), distributing batches to scanning operators
and preparing documents for return after scanning. Generally the following activities in the batch
preparation stage may need to be undertaken:
(a) Document segregation and additional de-stapling, creasing (removing wrinkles etc.),
dusting, applying Tape to torn pages, trimming crumpled documents as may be
required.
(b) Segregating and categorizing the documents on the basis of document type and the
condition as well as importance from the preservation perspective.
(c) De-tagging, if required
3006
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
(d) Document type separation and Sequencing - the documents are to be put on specific
sequence as in the condition it was handed over.
(e) Blank sheet / bar-code have to be inserted after each Document as an identifier
between two Documents, which is recognized by the scanning software as a file
separator.
6. Digitization of the Artefacts/documents
(a) The digitization of the records of the High Court of Himachal Pradesh will begin after
successful completion of the Pilot Phase.
(b) The digitization process will follow the approved Workflow and Work Plan provided
by the service provider and as refined and approved during the Pilot Phase.
(c) Digitization will be required to ensure the images to be as close to the original as
possible. Image enhancements may be done at a later stage.
(d) As a rule of thumb unbinding of registers/files etc. shall be taken on extra care. The
Registrar General, High Court of Himachal Pradesh shall consider granting written
permission for unbinding the cases, based upon receipt of such request made by the
Service Provider furnishing the necessary justification. Rebinding, wherever required
by the Registrar General, High Court of Himachal Pradesh will be done by the Service
Provider.
(e) Standard cleaning processes which do not interfere with/affect the original artefacts in
any manner will be allowed. Suitable policy for what is considered acceptable levels
will be mutually agreed by the selected Service Provider and by the Registrar General,
High Court of Himachal Pradesh during the implementation phase.
(f) The Service Provider must follow the following standards:· BS 5454:2000 or
equivalent standards for storage and handling of all Archival documents.
• ISO 17799 standards for data security and protection.
• ISO 27001:2005 standard for Information Security Standards.
7. Metadata and Indexing of the materials digitized
(b) The Service Provider must ensure the proper indexing of the images/documents. The
parameters for indexing and creating metadata have to be provided and finalized by the
successful bidder in consultation with High Court of Himachal Pradesh.
(c) Metadata at the High Court of Himachal Pradesh would be populated from three
sources:
1. Catalogues and metadata/indexing information provided by High Court of Himachal
Pradesh along with the Data and other artefacts.
2. Metadata which can be picked up through intelligent automated OCR/ ICR procedure
inbuilt in the digitization workflow and
3007
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
3. Keywords, abstracts, synonyms etc. as defined by “domain experts”. The first two
categories mentioned above shall be the responsibility of the selected bidder while the
last one will be the joint responsibility of High Court of Himachal Pradesh and the
Bidder. The High Court of Himachal Pradesh encourages bidders to use latest cutting
edge technologies to maximize the automatic extraction of metadata.
(d) The Service Provider shall ensure that the metadata for all records includes article
headlines extracted through zoning and segmentation techniques.
(e) The selected bidder would start with the available catalogue information and additional
metadata would be added later in the existing tables, as required by Dublin Core
Metadata Standards.
(f) The solution should have the capability to refine and add to the metadata over the
years, based on user feedback captured in the system.
(g) The DMS must provide and the Service Provider must implement a thesaurus of
keywords / phrases of metadata so as to support the searching features. All search
features must automatically use the thesaurus for locating the records for not only the
word /phrase typed by the user but also all its synonyms.
8. Compliance Standard for Metadata Creation
(a) The Service Provider must follow the following standards for metadata:
9 Dublin Core Standards
9 Open Archival Information Standards (OAIS)
9 MARC 21 formats standards for representation and communication of bibliographic
information in machine readable form.
9 US Library of Congress Encoded Archival Description (EAD) standard based on
SGML/XML syntax. In case of any differences in the above standards, the Service
Provider shall recommend and suggest the equivalent or approach the High Court of
Himachal Pradesh for approval.
(b) The indexing and database structure for a particular type of artefact/document would
be finalized in discussion with the Section concerned at the High Court of Himachal
Pradesh. However the basic structure must include:
9 Case Type, number, year
9 Judge Name
9 Petitioner's Name(s)
9 Respondent's Name (s)
9 Advocate's Name (s)
9 District Name
9 Latest Case Status
9 List type
9 Category
9 Bench Type
9 General Remarks
9 Type of Document
9 Date of Document
9 Keywords
3008
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
9 Section
9 Acts
9 Rules
9 Regulation
9 Date of Storage
9 User, who entered it
9 Free Text Search
9 Lower Court Details
9 Section Details
9 Single Bench Cases, Division Bench Cases, Full Bench Cases
9 No. assigned to the case in the register of the Record Keeper.
9. Quality checks and validation of digitized material and checking of catalogue data
/index in coordination with High Court of Himachal Pradesh:
(a) The High Court of Himachal Pradesh would constitute a team of internal staff, which
may also include any expert or experts in the field from outside or within the High
Court to do a quality check of the output produced by the selected bidder.
(b) The Quality Control Mechanism as defined by Service Provider and agreed by the
High Court of Himachal Pradesh must be followed in all cases and the Service
Provider must implement a through Quality Assurance Plan to ensure this.
(c) The Service Provider will prepare and implement a Disaster Management Plan for the
safe upkeep of all electronic documents and DMS solution and other relevant Data.
10. Documents Re-filing
Once the Images and data have gone through the Quality Assurance process, the activity of
putting back the pages in the same Documents shall commence. Some of the key activities in this
process are:
(a) Stapling: After the completion of scanning, Quality Checking and uploading, the
documents should be stapled back, if required.
(b) Removal of Separation Sheet: The separation sheet inserted as separator between two
files/records/Document types should then be taken out.
(c) Rearranging/Re filing & handing over of documents: The Document Re-filing
operator will receive the bundle of Files scanned and shall sort it in proper manner. He will check
that mix up of documents from two separate Documents should not happen, and right document
should get filed back into the respective Documents. The Documents are handed over to client in
batches with the checklist attached with due signoff.
(d) Finally document would have to be arranged/re-filed in the same order as the original
one so as to return them in the same form.
11. Documents Management System (DMS)
(a) The High Court of Himachal Pradesh requires three images/digital documents for each
artefact/document which is digitized: Original File (for the original image before any
cleaning procedures) Cleaned File (original image after it has been cleaned and
enhanced), Print File (image used as standard file in DMS for user viewing).
3009
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
(b) The details and specifications of each of these three files are to be mentioned by the
bidder.
(c) The Service Provider should provide and maintain Production Server(s) and at least
one Live Server at High Court of Himachal Pradesh. The Live server would be
accessed by end users at different level while the Service Provider would continue to
work on the Production Server.
(d) All digitized images along with metadata would initially reside on the production
server(s) and once they are quality assured by the High Court of Himachal Pradesh
they would be transferred to the Live DMS Server to be used for High Court of
Himachal Pradesh Intranet / Internet.
(e) The Service Provider shall as directed by High Court of Himachal Pradesh (Either
during the contract period or just before completion) installs DMS with all supporting
software and utilities along with the FULL DATA onto the High Court of Himachal
Pradesh, Server(s) so that High Court of Himachal Pradesh can run the solution
smoothly and independently on its own Server(s) and supporting infrastructure, when
they decide to do so.
(f) The Service Provider shall provide a tool within DMS for MIS reporting which gives a
real time update on the status of digitization work (at different stages) and a complete
audit trail of all activities using log reports.
(g) The Service Provider must ensure that all DMS searches must return results within a
maximum time of 3-4(Three- Four) seconds and ALL pages of the DMS must open (on
the High Court of Himachal Pradesh intranet) within a maximum time of 2-3 (Two-
Three) seconds. The Service Provider should suggest and install all equipment
(especially Servers) keeping these service benchmarks in mind. The number of
concurrent users can be considered as 300-350 for designing the system to achieve this
response which may increase further by the same number or more.
(h) The DMS must have a facility for saving all searches so as to track the
artefacts/documents usage patterns.
12. Solution Testing
(a) Before going live, the Service Provider should carry out detailed QA/QC test (Quality
Assurance / Quality Control) plans so that all the defined functionality features of
DMS are thoroughly tested and found to be working satisfactorily and the service
benchmarks (all searches must return results within a maximum time of 3-4 seconds
and ALL pages of the application software must open (on the High Court of Himachal
Pradesh intranet) within a maximum time of 2-3 seconds.) are being met fully. For
evaluating these service benchmarks, the system shall be tested on the Servers and
Desktops installed within the Digitization Center on LAN and not on internet by the
Solution Provider.
(b) The Registrar General, High Court of Himachal Pradesh would supervise the Service
Provider in creation and monitoring of test cases, assistance in conducting test runs and
reruns on the basis of cases.
(c) The Service Provider shall carry out testing procedures till they generate results which
are acceptable to the Registrar General, High Court of Himachal Pradesh.
3010
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
13. Technical and User manuals
(a) The Service Provider should submit a comprehensive, step by step user/technical
manual (with screenshots) for digitization of new artefacts and maintenance of the
DMS solution in future.
(b) At a minimum the following four manuals are expected to be delivered by the Service
Provider:
9 Digitization Process Technical Manual (Process flow centric)
9 Digitization Process User Manual
9 DMS Technical Manual
9 DMS User Manual / production Server
*All manuals must be available as online help as part of DMS system.
(c) At a minimum, the user manual should provide detailed step by step procedure for the
following modules:
9 Adding New Content
9 Editing Existing/New Content
9 Deleting Content
9 Adding keywords to Thesaurus
9 Adding/editing metadata
9 Updating of donors database
9 Back Up of data
9 Viewing/Creating Reports
9 Creation and Maintenance of User Accounts
9 A Trouble Shooting Guide
9 Uploading of data on the Live Server / Production Server
(d) The Service Provider should submit 05 hard copies and one soft copy (in a CD/DVD)
of the user/technical manual to the High Court of Himachal Pradesh.
(e) All manuals are subject to approval by High Court of Himachal Pradesh.
14. Detailed Specifications for ICT Infrastructure
(a) 4 months prior to the completion of the project, the Service Provider shall submit a
detailed Hardware/Software Requirement Specification document to the High Court of
Himachal Pradesh stating what equipments the High Court of Himachal Pradesh would
require in future to set up the requisite infrastructure to run and maintain the DMS
(since the vendor will take back the equipments after the completion of contract). The
hardware and software requirement specifications documents should cover hardware,
software, networking and any other additional equipment required for digitization and
maintenance of DMS.
(b) The High Court of Himachal Pradesh shall procure the said infrastructure at its own
cost as per the advice by the bidder/ Service provider.
(c) It shall be the Service Provider’s responsibility to migrate the entire DMS solution
(along with all the supporting software) and full data (RDBMS, image files etc.) onto
3011
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
the new Servers procured by the High Court of Himachal Pradesh and make sure that
entire solution is Live and working satisfactorily.
15. Training of the Staff / Officials
(a) Capacity Building is an integral part of this project. The selected bidder would train the
staff of the High Court of Himachal Pradesh to use and maintain the DMS software
solution on their own, on scanning the record, creating metadata etc. The training
would be measured by requisite skills upgradation, not duration. A combination of
class room sessions and practical training would be required for that.
(b) The Service Provider would identify the number of the staff of High Court of
Himachal Pradesh that is to be trained for future maintenance/updating of the DMS
system and digitized records, in consultation with the Registrar General, High Court of
Himachal Pradesh.
(c) The Service Provider should provide a detailed training roster / plan for the identified
representatives of the High Court of Himachal Pradesh and should basically cover the
following modules:
9 Operation and routine maintenance of all hardware equipment
9 Operation & routine maintenance of all aspects of the DMS software
9 Trouble shooting
9 Back Up / Restore of archival database
9 Scanning of the records
9 Creation of metadata
9 Indexing
9 Sorting
16. Post Implementation Support
(a) Implementation is expected to be carried out within 2 years of time. The Service
Provider shall provide a post implementation technical support for at least five years.
(b) The Service Provider should provide details of what is covered as part of this technical
support.
(c) Post implementation support beyond the post completion may be considered at the
discretion of High Court of Himachal Pradesh.
17. Software Licensing / Development
(i) The Service Provider must provide details of all licenses required to operate the DMS
solution. This includes any and all third party software licenses required for operating
systems, databases and any other software components that form part of the solution.
The software is to be on open platform. All supporting software shall be the property
of the High Court of Himachal Pradesh. The Service provider should have experience
of development and implementation of software projects at Government level. (Public
Sector, Corporation, State Government, Central Government, etc.)
(ii) The Service Provider shall also supply the High Court of Himachal Pradesh through its
Registrar General the source code of the softwares/solutions/DMS used in the project
of digitisation,scanning, retrieval, archieval etc. of the record of the High Court.
3012
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
18. DMS Technical Support
The Service provider will provide technical support services for the DMS which will
include the following:
(a) Technical support for the staff of the High Court of Himachal Pradesh: The
Service Provider shall provide all the required technical and managerial support to run
and maintain the DMS software and all its components. It shall deploy in the High
Court itself suitably qualified and experienced technical support person(s) to assist the
staff of the High Court of Himachal Pradesh with DMS problems whenever necessary.
The space for such technical support person(s) shall be provided by the High Court of
Himachal Pradesh.
(b) Technical support which needs to be provided to DMS users shall include (but not
limited to):
a.
Webform where technical queries can be submitted and receive a response within
an acceptable time period (as mutually agreed).
b.
Phone number where technical queries can be directed at trained support staff.
c.
Frequently Asked Questions (FAQs): The Service Provider shall compile
details of common problems/mistakes and solutions to these so that the same can
be made available as a standard help within DMS and also through email and web
form.
d.
Proper escalation matrix for support and proper response to the problems faced.
19. Project Deliverables
(a) DMS software which consist of :—
• SRS
• SDD
• SOURE CODE
• Test plans
• Acceptance Plan
• All respective manuals
• Implementation Report / Plan
(b) The High Court of Himachal Pradesh records Report
(c) Digitization Centre - Equipment Specifications
(d) Detailed Work Plan
(e) Digitization Workflows for all types and categories of artefacts
(f) Fully Equipped Digitization Centre
(g) Disaster Management & Recovery Plan
3013
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
(h) Approved Project Pilot
•
Installation and Approval of DMS
•
Approved Digitization Processes
(i) Revised Digitization Workflows
(j) Ongoing reporting from Digitization
• Monthly Progress Report
• Quality Control/Assurance Reports
• Artefacts/documents Batch Submission/Return Reports
• Population of DMS Database
• Various MIS Reports
(k) Technical and User Manuals
(l) Hardware/Software Requirement Specification documents
(m) The High Court of Himachal Pradesh Staff's Training Completion Report
(n) Post implementation Support - ATS. (Annual Technical Support)
(o) Migration of full DMS Solution with complete data and metadata on the Servers of
High Court of Himachal Pradesh, before project completion
(p) Complete written documentation on procedures to be followed for full portability of all
data and metadata into DMS Software.
20. Technical Specifications and Requirements:
Specifications
Judgment / Order, Records A3 / Legal / A4/
Old Rare Books, Journals, ILR Publication
File Format (Print File)* / view file
PDF/A OR EQUIVALENT/ XML output
Scanning – Optical Resolution
100x100,200x200,300x300 or as directed
Colour / Bit Depth
12/ 24 Bit Colour
Feeding (Scanning) Method (*)
Manual / Flatbed/ sheetfed/ Book / ADF
Scanners or as directed.
Indexing
Documents
No. Of Fields to be Indexed (indicative)
20-25
Threshold
Yes
De-skewing
Yes
De-speckling
Yes
Cropping
Yes
Pagination Required
Yes
Image Size
Same as the Original document
Image Enhancement Process (Scanning and
Stabilization Intervention)
Yes
File Name
Accession No.
Invisible Water Marking
Yes
Automatic
image
processing
tools
and
methods for perfect image and batch
conversion
Yes
3014
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
(*) The Quality / Conditions / Age of the documents, would determine whether to use
(flatbed / book /Sheetfed /Overhead/ADF etc,) given the condition of the artefacts/
documents, in some cases book / overhead scanners may be required. All images should be
true colour representation of the original records. Generated PDF file should have provision
for security features for the required outputs PDF. Scan and digitize each document of file
and the data is to be stored by way of images in Portable Document Format PDF/ A with
adequate resolutions with free text search facility and ensure the readability and ease in
retrieval including cleaning and spot reduction. The images so stored in the database should
be properly indexed as per the requirements of the High Court of Himachal Pradesh and
should be capable of adding more images, at later stage if need be, in an old stored file. The
data so stored shall be in a non-editable form. Below are the mandatory specifications of
required PDF / A File format.
The PDF’s should comply with the following specifications:
(a) PDF / A format (ISO 19005-1:2005)
(b) The compressed PDF files created for viewing should also be 50-80% compressed as
compared to standard CCITT G4 / JPEG compression (in TIFF / JPEG / PDF file
format) for Mono / Color / Grey scale images retaining Searchability, good view and
print quality.
(c) Should be linearized PDF (as defined by PDF reference manual (ISO 32000- 1:2008)
to ensure faster web viewing.
(d) In case of images with printed English text, the output PDF document should be
searchable. In this case the PDF should also be reflowable such that the text readjusts
itself on the basis of the size of the screen.
(e) Searchable PDF should be created in one single step by processing the input image file
thus ensuring that no intermediate manipulation of content is possible.
(f) Should be enabled for interactive use (applying digital signature in batch mode). Also
it should be possible to digitally sign these PDF files using free Adobe Reader.
(g) Both the PDF’s – Lossless PDF / A for archival and compressed PDF’s for viewing,
should be generated in a single step i.e. there should not be multiple / modules /
processes for generating different types of required PDF outputs. Software should be
capable enough of generating multiple type of PDF Files by selecting single source
images for one time only.
(h) Automated Meta data insertion in the PDF files – Metadata available in spreadsheet or
text file should be inserted into the PDF file in a single step during the creating of the
PDF file itself.
(i)
The metadata inserted inside the PDF should conform to the XMP specification for
storing rich metadata. This will enable any content management system that supports
XMP to import this metadata as indexes.
3015
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
(j) Apart from above functionalities bidder should have readily available security
provision for below mentioned functionalities, Court may ask it at additional cost if
required :
o
Security features for the required output PDF’s – All these security features
should be applied to PDF’s in a single step while creating the PDF files :
• Password protected.
• Certificate protected.
• FIPS- 140 compliant AES-256 encryption.
• Digital signature and secure Time-stamping.
• Print-disabled.
• Policy- protected – it should be possible to apply persistent and dynamic
policies that help maintain confidentiality and control use of PDF’s.
• The High Court of Himachal Pradesh should be able to change usage rights
for PDF, even after the file is distributed to users outside the DMS.
• The High Court of Himachal Pradesh should be able to create a short term
offline access to PDF by adding an expiration data after which the document
can no longer be opened even when it is outside DMS.
• It should be possible to apply dynamic watermark on these PDF’s based on
the policy used to create the PDF.
o
The viewing of the PDF’s on Internet and Intranet should be secure.
• PDF documents when opened in any browser should be viewed with download/
save disabled.
• These PDF files should be easily searchable on metadata using standard search
utility on the local computer.
(k) The bidder has to develop and supply two copies each of the software products along
with the source code. The bidder has to develop the software specific to the needs of
the High Court of Himachal Pradesh with water marking and digital signature
facilities.
(l)
Software in Open Source platform Solution i.e. UBUNTU-LINEX as customized by
the e-Committed of Hon'ble Supreme Court of India shall be used.
(m) The software module should have multiple accesses with security features, with facility
for updating of Information.
(n) Licensed copy of the application software and database design as may be developed by
the bidder or its employees for and during execution of the work shall vest in High
Court of Himachal Pradesh and the bidder shall execute necessary documents for the
same and also get as assignment from its employees, in favour of High Court of
Himachal Pradesh.
(o) The database created by the bidder shall be retrievable in Portable Document Format
by the user. Necessary training for the retrieval of the database for the
Scanning/digitizing, storing and organizing is to be imparted to the staff of High Court
of Himachal Pradesh.
3016
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
(p) The retrieval parameters will be finally decided by the High Court of Himachal
Pradesh in consultation with the bidder.
(q) The data is to be stored by way of images in Portable Document format with
adequate resolutions to ensure the readability and ease in retrieval. The images so
stored in the database should be properly indexed as per the requirements of High
Court of Himachal Pradesh and should be capable of adding more images, at later
stage if need be, in an old stored file. The data so stored shall be in a non-editable
form.
Annexure H: High Court IT Infrastructure
Item
Head
Code
Item Name
Quantity
Configuration
1
Desktop PCs
12
Intel i-5 Processor with 4GB RAM
and 500 GB HDD
2
Scanners
12
KODAK i1420
Annexure I: DMS Technical Specification
1. DMS (DOCUMENT MANAGEMENT SYSTEM):
The proposed DMS software would be web based technology and it should be on open
platform. The DMS solution should be Commercial Off The Shelf (COTS) in order to reduce
overall system development and maintenance time and costs. The DMS shall be an integrated web
technology based solution that allows the High Court of Himachal Pradesh to integrate all types of
records, Judgments / orders and enable theend user to search quickly and comprehensively. The
same DMS software shall be capable of running seamlessly over Intranet, Virtual Private Network
(VPN) as well as on the Internet. The DMS shall provide extensive features for searching of the
database, such as text based searching, context based searching, keywords based searching, index
based searching etc. The DMS Solution would be a web based system and is required to include the
full functionality of Web Content Management and work flow Software as well. The DMS solution
should also provide electronically capturing of Data from the Hand Written / Typed Application
Forms with the help of ICR’s/ OCR’s technology or equivalent or better solution. The DMS should
also have the functionality of receiving and sending the electronic Circulars and memos to District
Courts and Subordinate Courts using Internet / Intranet depending on the requirement. The details
of the functionality required from the DMS solution is given in this bid. All Service providers /
bidders must provide their responses to each of the functionality defined in the Functionality Matrix
as part of their Technical Proposal. This Matrix shall form a part of the scope of work for
implementation of DMS and the Service Provider’s implementation of the functionality defined
herein, shall be the key indicators of Service Provider’s performance evaluation. Supply, Install,
Customize and implement Document Management System (DMS) Software and associated
software with the functionalities as mentioned below:
Sl.
No.
Functionality
A
General Requirements
1.
Ability to support all web browsers like IE 6.0 and onwards, Firebox, Google Chrome
etc. The system shall support multiple databases such as Oracle, SQL etc.
2.
Inter-operability-The systems must seamlessly integrate with developed Application and
shall support interface with other open-standard systems.
3017
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Sl.
No.
Functionality
3.
Scalability should be high. The systems shall be designed for 24x7 operations.
4.
Version Control and management – The proposed Document Management
Systems shall have versioning features to track and document revisions made.
5.
Maker-Checker Functionality for user creation, Document Upload, work flow etc.
6.
The proposed Document Management solution should have capability to integrate with
the work flow mechanism.
7.
The proposed Document Management Systems should have its own image viewer for
different image file formats that is required to ensure smooth operation of the integrated
systems.
8.
The proposed systems must be able to interface with the existing third party systems and
databases
B.
Architecture Requirements
1.
The Document management system shall adopt a browser-based approach so that the
solution has the ability to be portable to other platforms.
2.
The system shall support Multi-tier architecture with each tier fully independent
3.
Remote Image Server for Bandwidth Optimization: The solution should support remote
image server architecture wherein content files are saved at the remote location and
related metadata in the central server for bandwidth optimization while accessing the
documents. The remote data could be replicated on manual or scheduled basis as per the
requirement for the MC.
4.
The system shall support Scalable architecture to support clustering at each layer i.e. Web
server, Application server and Database for Fault Tolerance and Load Balancing.
5.
The system shall support separate Document server for better management of documents
6.
The system shall support distributed Document Repositories for document upload and
access at local level, which can be replicated with central repository at scheduled
intervals.
7.
The system shall provide XML based API toolkit for system integration and application
development
8.
Support for Web Desktop for Browser based access on Linux/Windows clients
9.
Support for replicating images at remote sites for faster retrieval
10.
The system shall provide Image processing libraries that support image enhancements,
and other imaging features like compression and extraction etc.
11.
The system shall support unlimited storage capacity by automatic / manual creation of
Volume disks of predefined sizes and disk labeling.
12.
The system shall be Unicode compliant for supporting different languages and shall also
provide localization kits for localizing the User Interface in particular language.
13.
LDAP authentication and single sign-on support.
14.
Should be based on open standards and have API support for data import and export
15.
Ability to Support ODMA (Open Document Management API) or WebDAV (Web based
Distributed Authoring and Versioning) for integration with desktop applications
16.
Supports Image Enable framework for image enabling business applications.
C
Document Scanning Requirements
1.
The DMS shall support temporarily storing the scanned images locally before uploading
to the central server.
2.
Ability to check the quality of the scanned image and make corrections/adjustments to
improve the quality of the scanned image.
3.
Ability to support quick scanning and indexing of bulk documents. Scanning through
browser plug-in.
3018
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Sl.
No.
Functionality
4.
Ability to support automatic cropping / masking of whole/any part of the document. This
ability should be user defined and also document wise.
5.
Automatic categorization of scanned images as different documents like application form,
supporting documents, Field report etc.
6.
Facility to scan multiple pages into batches for auto/manual processing
7.
Ability to support any scanner available in the market.
8.
Ability to support large volume scanning (up to 1,00,000 pages per day)
9.
Ability to support automatic segregation of batch of dockets based on Barcode, Blank
page, Fixed page and auto Form recognition
10.
Ability to assign document types (as application form / age proof / residence proof etc.)
11.
Ability to Manual/Automatic Indexing using Barcode, OCR, MICR, CSV data from other
Applications
12.
Ability to support standard Image Operations such as deskew, despeckle, rotate, invert,
13.
zoom-in/ zoom-out, zoom percentage etc.
14.
Simplified Export of scanned batches into DMS with Auto folder/Subfolder creation
document filing and indexing on user defined fields
15.
Ability to generate extensive Reports and Audit trail like Report on total records scanned
along with associated indexes, Records exported or not exported to DMS etc.
16.
Support for writing add-ins for integration with other systems and facility to insert a
menu for add-on
17.
Ability to support automatic indexing from specified zones like Application id using
OCR functionality
18.
Easy to use GUI for setting the scanning properties like indexing parameters, document
and folder nomenclature, zones for data extraction etc.
19.
Ability to provide for Compression of scanned image files in Standard Formats like TIF.
20.
Ability to support all the special image enhancement functionality offered by the scanner
through the driver interface.
21.
Ability to support Web based scanning
22.
Produces/uses standard TIFF V6 CCITT G4 files without modification. State whether
further compression is possible.
D
Document Acquisition Requirements
1.
Ability to support Bulk Import of image and electronic documents through an integrated
functionality
2.
Ability to support automatic archival of Incoming Fax as images through an integrated
functionality and shall also automatically index on required parameters
3.
Ability to support Direct upload from WebDAV, ODMA Compliant applications
4.
Ability to support document capture through Print
E
Handling of Un-scanned document Requirements
1.
Ability to support facility to generate paper profile for tracking of physical documents,
which are not scanned and shall provide detailed reports. Ability to provide for the total
number of pages to be scanned in each template. If a page is missing alert to be given.
2.
Inbuilt facilities to electronically move profiles and complete user level tracking on the
same.
F
Archival of electronic document Requirements
3.
Ability to support categorization of documents in folders-subfolders etc.
1.
Ability to link cross-related documents like Application form and Field report, Grievance
and reply sent etc.
3019
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Sl.
No.
Functionality
2.
Ability to provide search facility in the same interface, so that users are able to search the
documents to be linked
3.
Ability to support versioning of documents with facility to write version comments
4.
Ability to allow Locking of documents for editing and importing it back into the system
through check-in/Check-out features
G
Document View Requirements
1.
Ability to support Applet for viewing Image documents
2.
Ability to support for viewing documents in native application
3.
Ability to provide facility of putting text, graphic and image annotations with features
like highlighting, marking text, underlining, image stamps etc on document pages
4.
Ability to support automatic stamping of annotations with user name, date and time of
putting annotations. The system shall store annotations as separate file and at no time, the
original image shall be changed. The system shall provide facility of taking print outs
with or without annotations
5.
Ability to provide for securing annotations for selective users/selective types of
documents like all papers scrutinized by concerned officers/users.
6.
Ability to configure bitmap stamps at corporate level, so that it is available to all users
7.
Ability to facilitate zoom-in/zoom-out, zoom percentage and Zoom lens to zoom in on a
part of image and other image operations like Invert, rotate etc.
8.
Ability to support for Thumbnails on image documents and viewing of the same.
9.
Ability to support all standard Image operations such as deskew, despeckle, rotate, invert,
brightness.
10.
Ability to support taking print outs with or without annotations
11.
Linking of Documents for cross-referencing related documents
H
Version Management Requirements
1.
Version control for tracking document revisions
2.
Image and electronic document versions, version comments
3.
Check-In and Checkout support for collaborative working on documents
I
Indexing
1.
Ability to support automated creation of document database indexes (e.g. through bar
coding, etc.)
2.
Ability to allow users to customize database and indexing parameters (e.g. users can
create index fields based on customer name, customer number etc.).
3.
Ability to allow documents to be moved from one folder to another and reindexed
without re-scanning
4.
Ability to provide for index processing to be performed while other stations are actively
searching, viewing, scanning and editing.
5.
Ability to provide facility to set particular fields as mandatory or unique.
6.
Ability to support Automatic full text indexing for Text search
7.
Ability to provide for multiple indexes for different types of documents.
8.
Ability to provide for user-defined indexes for easy search and retrieval of files and
folders.
9.
Ability to provide for filing and Indexing of documents for quick retrieval
10.
Ability to provide facility to add keywords with documents to act as quick reference for
the
11.
documents
12.
Ability to Support Auto indexing using CSV (Comma separated values) import from
other applications
3020
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Sl.
No.
Functionality
J
Search and Retrieval Requirements
1.
Ability to support searching of text documents based on user-input character strings,
keywords, etc.
2.
Ability to support search queries using Boolean operators (e.g. AND, OR and NOT,
wildcard) and fuzzy text search.
3.
Ability to allow a search of OCR’d Documents by text string.
4.
Ability Upon completion of search, immediately to display all selected images and
support quick navigation through documents.
5.
Ability to provide for save and publish common searches for quick access
6.
Ability to provide for quick search within a saved search
7.
Ability to provide for use a saved search as a template for similar searches
8.
Ability to provide for view search values for custom fields before searching
9.
The system shall provide ODMA support for search and retrieval
10.
Ability to provide for rapid search and retrieval on multiple very large document
repositories (25 million pages or more).
11.
Search Criteria should be configurable
12.
The system shall support facility to export results in excel or any other format
K
Documents handling Requirements
1.
Web-based interface utilizing web 2.0 or latest technology
2.
Drag and drop interface for move, copy, and delete
3.
Drag and drop multiple documents
4.
Context menus provide quick access to common actions
5.
Single document upload (optimized for larger files)
6.
Web-based multi-file upload
7.
Multiple file download
8.
Detailed document id card shows all Relevant information
9.
Associated content (parent, child, peer, forms, projects)
10.
Create id cards without file attached to generate doc id
11.
Track paper documents
12.
Document export utility
13.
Unlimited custom fields (document metadata)
14.
Custom field types (text, date, numeric, and drop down etc)
15.
Record retention rules
16.
Role-based security with inheritance
17.
Detailed audit history
18.
Developer access to all document capabilities
19.
Send documents as links or attachments
20.
Email dynamic links to documents (latest rev returned)
21.
Email subscriptions to notify changes
22.
Document states: draft, pending approval, released
23.
Pre-defined workflow processes and ad-hoc routing
24.
Ability to modify document identifiers if needed
25.
Facilitate and track comment threads
L
Security Requirements
1.
The Document management system shall support definition of Users, Groups and Roles
relation in the system
2.
The system shall support access permissions on Folders, documents and object level
3021
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Sl.
No.
Functionality
3.
The system shall support multiple levels of access rights (Delete/ Edit/ View/ Print/ Copy
or Download)
4.
The system shall support system privileges like Create/Delete Users, Define indexes etc.
5.
The system shall support secure login id and passwords for each user and passwords shall
be stored in encrypted format in database
6.
The system shall support extensive password validations like passwords must be of
minimum 8 characters, shall be alphanumeric, locking of user-id after three un successful
attempts, password expiry, password history so that passwords are not same as previous
passwords etc.
7.
The system shall support Disaster recovery by replicating the data at remote locations
8.
The system shall provide support for HTTP/SSL for secured data transfer
9.
The system shall provide LDAP support for integrating with directory services and shall
support single sign on
10.
The system shall support Extensive Audit trails at document, Folder and for highest levels
for each action done by particular user with user name, date and time
M
Easy Web Administration Requirements
11.
The system shall support web-based administration module for the complete management
of system.
12.
The Admin module shall support Users/Groups/Role definition and granting Access
Rights to them and set password expiries
13.
The Admin module shall provide easy to use interface for Index structure definition, that
can be used by different users
14.
The Admin module shall provide interface for purging old audit trail and do selective
logging i.e. select the system or application features for, which the audit trails have to be
generated.
15.
The Admin module shall provide facility to take complete and incremental backups and
shall be able to integrate with third party backup solutions.
16.
Diagnostics monitoring activities of different components. E.g. Logs consolidation and
capturing, missing indexes, audit log size etc.
17.
Batch mode support for administrative operations e.g. change ownership, user deletion
N
Image Editing Requirements
1.
The Document management system shall support Image Editing operations such as page
insertion, deletion merge/split pages etc.
O
Document Delivery and Distribution Requirements
1.
The Document management system shall support multiple document delivery
methodologies
2.
The system shall allow users to download documents through HTTP depending upon the
access rights
3.
The system shall support for Print/Mail/Fax of documents
4.
Easy to print by page or by document object.
5.
Supports remote print/fax services
6.
Supports common SMTP-based mail systems.
P
Reports and Audit Trails Requirements
7.
The Document management system shall support extensive Reports and audit trails
8.
The system shall support Extensive Audit trails at user, Folder and Cabinet levels
9.
The system shall provide facility to generate Audit trails on separate actions, and between
specific date/times
3022
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Sl.
No.
Functionality
Q
Adaptive Workflow Requirements
1.
Adaptive Workflow for routing and tracking of documents, messages and Forms
2.
Create Ad-hoc or predefined routes for automatic document routing on sequential /
parallel routes.
3.
Route Work-items to users inboxes for their action i.e. task assignment for each user
4.
Facility of attaching documents and folders in work items
5.
Facility to act upon, forward, return or complete Work-items
6.
Support for referring Work-items to other users outside the pre-defined route
7.
Time –based/ Event -based reminders
8.
Provision of putting shared and secured notes for collaborative working on Work items
9.
Facility of associating a note-sheet with the file enabling users to comment and review.
R
Scalability and Multi-site Deployment Requirements
1.
One or more Transaction Servers should be able to connect to a Database Server.
2.
Same Transaction Server can connect to one or more database servers
3.
Solution should support deployment of clustered database solution.
4.
Multi-server deployment for scalability, load balancing and fault-tolerance.
5.
Supports page-wise data fetching of multipage images for better bandwidth utilization
6.
Supports pre-fetching of remote Images, for fast retrieval at local sites.
7.
The solution shall support the high volume of transactions and documents through such
features as server replication and clustering or equivalent. Peak transaction load to be
given
8.
Supports deployment of multiple web servers, which can seamlessly connect to the same
or multiple transaction servers.
9.
Supports deployment of local web-servers across locations, which connects to central
Application Server layer farm.
10.
Scalable to handle thousands of users and billions of documents
11.
Support for web-server and Application Server farms
12.
Can be deployed in centralized manner
13.
Capability to define various categories of documents for different units like branches,
Regional offices.
14.
Ability to define and adopt the different archival policy both at the category level and at
individual document level
15.
Enable automatic movement of documents to preserve area of those documents, which
have completed specific archival periods.
16.
Ability to scan images offline and upload in bulk. These images may be bulk upload from
a file/folder
17.
Ability to support browser based scanner
18.
The movement on WAN should be in an encrypted form with min 16 bit architecture
encryption.
19.
Ability to have digital shredding
20.
Ability to define view rights to a document including those documents which are sent
through CD, email etc.
21.
Branch should be able to define checklist of Annexure/attachments for a document
22.
Ability to check the documents online and give a report of missing documents with an
overriding facility
23.
Automatically crop photo and signature and create a single file of less than 16 kb and
store in the server in a pre-defined folder with pre-defined name like Customer ID.
3023
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
Sl.
No.
Functionality
S
User Management Requirements
1.
Users management (on Server for centralized application) should be available to
Administrator(s).
2.
There should be comprehensive User management system. The Organization should be
able to create different levels of users with different powers. There should be templates
for a group of users. System should facilitate the creation of different levels of users and
assigning different levels rights. There should be provision for disabling a user
temporarily or on permanent basis.
3.
The access to the software should be based on user-id and password. The software should
capable to support two-factor authentication, if the Organization decides to adopt the
same. Should be able to support digital signature
4.
The passwords for software should adopt strict and complex password policy and should
prompt to change the passwords at defined intervals. The user should be able change the
password any time.
5.
The System should have online help, FAQ, knowledge base feature for all type of user,
depending upon their level. Suitable training to users should be provided and details in
this regard have to be furnished in the Bid.
Annexure J: OEM Authorization Form
(Authorization to be taken from Hardware/Software OEM’s)
Ref. No. __________
Date:
To,
The Registrar General,
High Court Of Himahcal Pradesh,
Ravenswood,
Shimla-171001.
Sub: RFP ref no:
Dear Sir,
Please refer to your Notice Inviting Tenders for Appointment of an Agency for Digitization
of High Court of Himachal Pradesh records.
M/S ________________________________________(Bidder), who is our reliable
distributor/partner for the last ____________years, is hereby authorised to quote on our behalf for
this prestigious tender.
3024
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
M/S _____________________________________(Bidder) is likely to continue as our
business partner during years to come. We undertake the following regarding the supply of all the
equipment/products and related software as described in this tender
1. Authorization for M/S ________________________________________ (Bidder) to
sell the hardware / software.
2. Confirm that the products quoted are not “end of life or end of sale products” as on Bid
Submission date. If in case the support for the product quoted has been stopped/
withdrawn till the time of delivery of equipment, the same will be changed with the
equivalent or superior product at no extra cost.
3. Undertake that the support including spares, patches, and upgrades for the quoted
products shall be available for 7 years from the signing of contract or 6 years from the
FAT.
Yours faithfully,
(NAME) (Name of manufacturers)
Note:— This letter of authority should be on the letterhead of the manufacturer and should
be signed by a person competent and having the power of attorney to bind the
manufacturer. It should be included by the Bidder in its bid.
___________
HIGHER EDUCATION DEPARTMENT
OFFICE MEMORANDUM
Shimla-171 002, the 27th August, 2014
Subject.— Revision of pension of pre-2006 pensioners-regarding.
No. EDN-A-Chh(4)-4/2013.—The undersigned is directed to say that the Governor,
Himachal Pradesh, is pleased to order that the pension of pre-2006 pensioners who had retired in
UGC Scales prior to 1-6-2006 shall be stepped up from 1-4-2013 in terms of Finance Department
O. M. No. fin(pen)A(3)-1/09-Part-IV, dated 21st May, 2013 to 50% of the sum of minimum of pay
in the Pay Band and the Academic Grade Pay corresponding to the pre-revised pay scale from
which the pensioner had retired in UGC Pay Scales, as arrived at with reference to the Fitment
Table annexed as Annexure-A.
2. Similarly, the family pension in respect of pre-2006 family pensioners of Govt.
Employees retired/died in harness in the UGC Pay Scales prior to 1-1-2006 shall be stepped up
from 1-4-2013 as per the Finance Department O.M. No. Fin(Pen)A(3)-1-09-Part-IV, dated 21st
May, 2013, to 30% of the sum of minimum of pay in the Pay Band and the Academic Grade Pay
corresponding to the pre-revised pay scales in which Government Servant had retired/died in
harness, as arrived at with reference to the Fitment Table annexed as Annexure-A.
3025
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
3.
These orders will take effect from 1-4-2013. There will be no change in the amount of
revised pension/family pension paid during the period 1-1-2006 and 31-3-2013 and, therefore, no
arrears will be payable on account of these orders for that period.
4.
All other conditions as given in O.M. No.Fin.(Pen)A(3)-1/09-Part-II, dated 14-10-2009
and O.M. No. Fin(Pen)A(3)-1/09-Part-IV, dated 21st May, 2013 shall remain unchanged.
5.
It shall be the responsibility of the Director of Higher Education/Officers of Higher
Education Department, to revise the pension/family pension of all pensioners/family pensioners
with effect from 1-4-2013 in Accordance with the provisions mentioned in Para 1 & 2 above and to
get revised Pension Payment Order (PPO), issued by the Accountant General (A&E), H. P. The
action to revise pension/family pension in terms of these provisions shall be initiated sou-motu by
the concerned Head of Department/ Office. It is emphasized that the Pension Sanctioning
Authority, in no case, will ask the Pensioners/family pensioners to surrender his/her original
Pension Payment Order (PPO) for issuing revised authority.
6.
The Director of Higher Education/Officers of Higher Education Department and
Accountants General (A&E), H. P. will take immediate action for revision of pension in terms of
these orders.
7.
This issue with the prior concurrence of the Finance Department vide its U. O. No.
Fin(pen)A(3)-11/2010, dated 3-4-2014.
By order,
ALI R. RIZVI,
Principal Secretary (Education).
___________
ANNEXURE-A
Revision of pension/family pension of pre-2006 pensioners of the H. P. College Cadre
reitred/died in harness in UGC Pay Scales prior to 1-1-2006 in terms of Finance Department
O.M. No. Fin(Pen)A(3)1/09-Part-IV, dated 21-5-2013 and Education Department O.M. No.
EDN-A-Chh(4)-4/2013, dated 27-8-14.
Sl.
No.
UGC Scales
w.e.f
1-1-1986
UGC Pay
Scales w.e.f.
1-1-1996
Corresponding
Pay Band/Scale
w.e.f.
1-1-2006
Corresponding
Academic Grade
Pay
Sum
of
the
minimum of pay
in the pay band
and
academic
grade pay
Pension 50% of
sum
of
minimum
of
pay in the pay
band
and
academic grade
pay
(as
per
fitment table)
Family
pension=30%
of
sum of minimum
of pay in the pay
band
and
academic
grade
pay
(as
per
fitment table)
1.
2200-4000
8000-13500
15600-39100
6000
21600
(as
per
fitment table-1).
10800
6480
2.
3000-5000
10000-15200
15600-39100
7000
25600
(as
per
fitment table-2).
12800
7680
3.
3700-5700
12000-18300
15600-39100
8000
30320
(as
per
fitment table-3).
15160
9096
4.
3700-5700
12000-18300
37400-67000
9000
46400
(as
per
fitment table-4).
23200
13920
5.
3700-5700
12000-18300
37400-67000
10000
47400
(as
per
fitment table-6).
23700
14220
6.
4500-7300
16400-22400
37400-67000
10000
50890
(as
per
fitment table-5).
25445
15267
3026
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
In the Court of Dr. Jitender Kanwar H.A.S., Sub-Divisional Magistrate, Bharmour, District
Chamba, Himachal Pradesh
Shri Ashok Kumar s/o Shri Paras Ram, resident of Village Poolan, Post Office Siradi,
Tehsil Bharmour, District Chamba, Himachal Pradesh
.. Applicant.
Versus
General Public
Proclamation under order 5, Rule 20, C.P.C., under Section 13 (3) of the Birth and Death
Registration Act, 1969.
Whereas, Shri Ashok Kumar s/o Shri Paras Ram, resident of Village Poolan, Post Office
Siradi, Tehsil Bharmour, District Chamba, Himachal Pradesh has filed an application alongwith an
affidavit regarding the registration of date of birth of his son Harsh i. e. 16-3-2011 for entry in the
record of concerned Gram Panchayat Poolan, Tehsil Bharmour, District Chamba, Himachal
Pradesh, thereof.
Hence, this proclamation is issued to the General Public that if they have any
objection/claim regarding the registration of his date of birth i. e.16-3-2011. They may file their
claim/objections on or before 10-9-2014 in this court failing which necessary orders will be passed
to the concerned Gram Panchayat Poolan for registration.
Given today under my signature and seal of the court.
Seal.
DR. JITENDER KANWAR,
Sub-Divisional Magistrate,
Bharmaur, District Chamba, Himachal Pradesh.
________
In the Court of Sub-Divisional Magistrate, Kalpa at Reckong-Peo,
District Kinnaur (H. P.)
Case No. : 34/2014
Date of Institution : 25-8-2014
In the matter of :
Smt. Bir Bahadur s/o Shri Hasta Bahadur, resident of Village Khawangi, Gram Panchayat
Khawangi, Tehsil Kalpa, District Kinnaur Himachal Pradesh
. . Applicant.
Versus
General Public
Application under Section 13(3) of Birth and Death Registration Act, 1969.
The above named applicant has preferred an application supported by an affidavit in this
Court under Section 13(3) of the Birth and Death Registration Act, 1969 stating therein that his
following Children named Sanjay Kumar was born on 14-2-1999, Jyoti was born on 24-5-2000
and Santosh was born on 19-1-2001 but due to ignorance he could not get the birth of his children
3027
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
registered/recorded in the records of Gram Panchayat Khawangi and now he intends to get the
same registered/recorded in the records of Gram Panchayat Khawangi. Therefore notice is hereby
issued to the general public through this publication that if anybody has any objection for the
registration of births of said children in Gram Panchayat Khawangi he/she may prefer his/her
written or verbal objection before the undersigned within a period of one month i. e. before 15-9-
2014 failing which it will be presumed that nobody has any objection for registration of birth as
Sanjay Kumar, Jyoti and Santosh in Gram Panchayat Khawangi and orders under the Act ibid will
be issued to the Local Registrar of Gram Panchayat Khawangi.
Issued under my signature and seal of the Court today on 25th day of August, 2014.
Seal.
Sd/-
Sub-Divisional Magistrate,
Kalpa at Reckong-Peo, District Kinnaur (H. P.).
_______
In the Court of Shri Gian Sagar Negi, Sub-Divisional Magistrate, Shimla(R)
District Shimla (H. P.)
Shri Pradeep Kumar s/o Late Shri Ghanshyam Sharma, r/o Village Jailidahr, P.O. Ghaini,
Tehsil and District Shimla (H. P.).
Versus
General public
.. Respondent.
Whereas, Shri Pradeep Kumar s/o Late Shri Ghanshyam Sharma, r/o Village Jailidahr, P.O.
Ghaini, Tehsil and District Shimla (H. P.) has filed an application alongwith affidavit in the court
of undersigned under section 13(3) of the Birth & Death Registration Act, 1969 to enter the date of
birth of his son named Shri Rajnish Kumar Sharma s/o Shri Pradeep Kumar s/o Late Shri
Ghanshyam Sharma, r/o Village Jailidahr, P.O. Ghaini, Tehsil and District Shimla (H. P.) in the
record of GP Ghaini issued the non aviality No. Nil, dated 30-7-2014 and also recommended from
CMO, Shimla vide No. HFW-SML-B&D/ST/12/2462, dated 22-8-2014 as following:—
Sl.
No.
Name of the family member
Relation
Date of Birth
1.
Shri Rajnish Kumar Sharma
s/o Shri Pradeep Kumar
15-11-1990
Hence, this proclamation is issued to the general public if they have any objection/claim
regarding entry of the date of Birth of above in the record of GP Ghaini Shimla, may file their
claim/objections on or before one month of publication of this notice in Govt. Gazette in this court,
failing which necessary orders will be passed.
Issued today 27-8-2014 under my signature and seal of the court.
Seal.
GIAN SAGAR NEGI,
Sub-Divisional Magistrate,
Shimla(R), District Shimla (H.P.).
3028
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
OFFICE OF TH DEPUTY COMMISSIONER,
KINNAUR DISTRICT RECKONG-PEO (H.P.)
NOTIFICATION
Dated : the 29th August, 2014
No.KNR-IX-27(MLC)/2014-1043236.—Whereas, Apple season in lower parts of Kinnaur
District has set in and the horticulturists have started marketing their apple products in various
markets in the country. There is apprehension of causing great inconvenience/harassment by
arbitrary charging of freights by the transporters from the horticulturists.
And whereas, the Sub Divisional Officer (C), Nichar Sub Division, Kinnaur District after
convening a meeting of Truck Operators Union, Apple growers/Horticulturists and Pradhan gram
Panchayats of Nichar Sub Division has proposed freight rate of per apple box from various
places/points/location of Nichar Sub Division of this district to various markets of the country.
Now therefore, I, Dev Dutt Sharma, IAS, Deputy Commissioner, Kinnaur District taking
into consideration above proposal of Sub Divisional Officer (C) Nichar, do hereby notify the
freight rates as per "Annexure-A" for Nichar Sub Division of Kinnaur District for carrying of
apple boxes for current apple season, 2014, as per H.P. Ordinance No.1 of 2014.
Any attempt to overcharge can result in legal action against defaulter Truck Operator/Truck
Union.
By order,
DEV DUTT SHARMA,
Kinnaur District, Reckong-Peo (H.P.).
_________
ANNEXURE-A
Freight Rates for carrying of apple boxes to various Markets for the current apple
season-2014 from various places/locations of Sub Division Nichar,
District Kinnaur, Himachal Pradesh.
Sl.
No.
Name of place/
location
Freight rate per box up-to
Kingal Narkanda
Shimla
Solan
Parwanoo
Chandigarh
Delhi
1.
Chaura
&
Nigulsari
16
27
35
39
44
58
71
2.
Bhabanagar
upto
Nathpa
17
28
36
40
45
59
72
3.
Ponda/Bari/Sungra
& Nichar
18
29
37
41
46
60
74
4.
Ramni/Jani/Tapri/
Chholtu
19
28
38
42
47
61
77
3029
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
5.
Katgaon/Yangpa/
Kafnoo
23
34
42
46
51
65
78
6.
Urni/Yulla/Meeru
22
33
41
45
50
64
78
7.
Chagaon
20
31
39
43
48
62
78
8.
Choling
24
35
43
47
52
66
79
By order,
Sd/-
Deputy Commissioner,
Kinnaur District (H.P.).
__________
OFFICE OF TH DEPUTY COMMISSIONER,
KINNAUR DISTRICT RECKONG-PEO (H.P.)
NOTIFICATION
Dated : the 29th August, 2014
No.KNR-IX-27(MLC)/2014-1043235.—Whereas, Apple season in lower parts of Kinnaur
District has set in and the horticulturists have started marketing their apple products in various
markets in the country. There is apprehension of causing great inconvenience/harassment by
arbitrary charging of freights by the transporters from the horticulturists.
And Whereas, the Sub Divisional Officer (C), Kalpa Sub Division, Kinnaur District after
convening a meeting of Truck Operators Union, Apple growers/Horticulturists and Pradhan gram
Panchayats of Kalpa Sub Division has proposed freight rate of per apple box from various
places/points/location of Kalpa Sub Division of this district to various markets of the country.
Presently, NH-5 at Urni is blocked due to the massive landslide and traffic has accordingly been
diverted through Tapri-Urni-Choling link road and vice versa.
Now Therefore, I, Dev Dutt Sharma, IAS, Deputy Commissioner, Kinnaur District taking
into consideration above proposal of Sub Divisional Officer (C) Kalpa and condition of NH-5, do
hereby notify the freight rates as per "Annexure-A" for Kalpa Sub Division of Kinnaur District for
carrying of apple boxes for current apple season, 2014, subject to the condition that if the NH-5
stands restored for heavy vehicular traffic than the freight rate shall be charged Rs.8/- less per box
of the notified rates, as per H.P. Ordinance No.1 of 2014.
Any attempt to overcharge can result in legal action against defaulter Truck Operator/Truck
Union.
By order,
DEV DUTT SHARMA,
Kinnaur District, Reckong-Peo (H.P.).
3030
jkti=] fgekpy izns'k] 2 flrEcj] 2014@11 Hkknzin] 1936
ANNEXURE-A
Freight Rates for carrying of apple boxes to various Markets for the current apple
season-2014 from various places/locations of Sub Division Kalpa,
District Kinnaur, Himachal Pradesh.
Sl.
No.
Name of place/
location
Freight rate per box up-to
Khegsu Narkanda
Shimla
Solan
Parwanoo
Chandigarh
Delhi
1.
Kalpa
47
57
67
72
77
84
102
2.
Roghi
48
58
68
73
78
85
103
3.
Shongthong
43
52
63
68
73
80
98
4.
Reckong-Peo
45
55
65
70
75
82
100
5.
Sangla
45
55
65
70
75
82
100
6.
Rakchham
&
Batseri
47
57
67
72
77
84
102
7.
Brua & Kilba
38
47
57
65
68
75
93
By order,
Sd/-
Deputy Commissioner,
Kinnaur District (H.P.).
__________
CORRECTION OF NAME
I, Verender Kumar s/o Shri Bishamber Dass, r/o Village Ghangret, Tehsil Amb, District
Una, Himachal Pradesh. That as per Revenue Record, Panchayat Record of Gram Panchayat
Ghangret, Ex-Army Record and all other educational certificates my name is recorded as Verender
Kumar which is correct one. But in the matriculation certificate of my daughter Aastha Sharma my
name is wrongly mentioned as Verender Sharma in the column of father's name. I wants to rectify
my name as Verender Kumar instead of Verender Sharma in the matriculation certificate of my
daughter issued by Central Board of Secondary Education Panchkula (Haryana). Concerned note
please.
VERENDER KUMAR
s/o Shri Bishamber Dass,
r/o Village Ghangret, Tehsil Amb,
District Una, Himachal Pradesh
fu;U=d] eqnz.k rFkk ys[ku lkexzh] fgekpy izns'k] f'keyk&5 }kjk eqfnzr rFkk izdkf'kr
bysDVªkWfud gLrk{kfjr jkti=] oSclkbV http://rajpatrahimachal.nic.in ij miyC/k gS ,oe~ vkWuykbu lR;kfir fd;k tk ldrk gS